Diversity is a core value at University of Minnesota School of Dentistry. We are passionate about building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty.
The School of Dentistry Restorative Sciences Department consists of four academic divisions, two graduate programs, two clinics, the Pre-clinic, and the Minnesota Dental Research Center for Biomaterials and Biomechanics (MDRCBB). This position is a vital part of the Division of Endodontics and will support the priorities of the Division, its Director and faculty. The Division Administrative Specialist is also the central contact for a diverse group of students, residents, faculty, adjunct faculty and the public seeking information about the Division of Endodontics. They are responsible for maintaining Division email, calendar, assisting Division faculty/adjunct faculty, managing financial processes, organizing division/clinic meetings and events, supporting courses, and coordinating clinic schedules. The Division Support position organizes and maintains data within the Division and must feel comfortable with new and changing technologies. This position will be cross-trained with other Division and Program Support Administrative Assistants in Restorative Sciences to provide consistent support across the Department in staffing absences. The person in this role fosters an engaging and professional environment committed to respect, inclusivity, continuous improvement, and teamwork.
The School of Dentistry and the University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.
Division Administrative Support (25%)
Provides support to Division and/or Program Director, and full-time and adjunct faculty, including:
Email communications, scheduling meetings, conference room scheduling, processing mail, conference registrations and travel arrangements, division and/or clinic calendar and faculty schedule, producing reports, parking key card organization for part-time faculty and other administrative requests as needed.
Acts as the first point of contact for the Division office. Triages requests and is responsible for quality of initial contacts in office. Ensures a welcoming environment and exemplary customer service for a diverse group of students, residents, faculty and staff by fielding and responding to inquiries by phone, in-person, or by email.
Provides support for personnel searches, including part-time, adjunct and visiting faculty; assist with HR/onboarding process; maintain faculty files and semester rosters.
Schedules, reserves rooms, prepares agendas, and takes minutes at Division, Program and Clinic meetings and other Division or graduate program events.
Uses informed judgment to autonomously resolve problems and address questions in a fast-paced and high-traffic environment.
Coordinates clinic schedule. This includes coordinating faculty clinic coverage, recording/tracking of faculty attendance/vacation, and making arrangements in times of need (e.g. absence). Also monitors predoctoral and graduate clinic schedules in AxiUm and coordinates with main School of Dentistry schedulers.
Maintains Division filing systems, electronic and physical, in compliance with the UMN Records Retention Policy, while looking for opportunities to optimize electronic storage and decrease physical storage. Also maintains record of faculty and resident BLS certificates and state licenses.
Independently establishes priorities based on the cycles of the academic year to ensure that deadlines are met.
Plans and coordinates Division events and events relating to program, e.g. calibration meetings.
Contacts Facilities Management when necessary; maintain clean and orderly office space.
Organizes and orders faculty supplies; includes lab coat ordering, drop-off and pick-up and related.
Misc. clinical duties.
Other duties as assigned.
Course Support (25%):
Organize, purchase and maintain course materials, including but not limited to creating, preparing, revising, and updating materials for Division courses.
Provides support to course directors for didactic and clinical courses for all instruction methods; including online and hybrid courses.
Coordinates coursework through the learning management system, Canvas, with current course syllabi, including using Canvas to update and maintain course websites.
Edits, reviews and enters grades for exams in assessment software
Enters grades and assists with set up of gradebooks and rubrics.
Develops professional figures, tables, models, graphs, charts, spreadsheets for insertion into courses.
Assists with production of pre-doctoral syllabi.
Helps faculty host live lectures for online classes as needed. This includes inviting students and any guest lecturers, recording the lecture, and embedding videos in learning management system.
Provide student/resident progress reports to the Predoctoral Director and Graduate Director.
Arranges test accommodations for students.
Prepares and organizes course materials, physical or online.
Other duties as assigned.
Act as Division financial preparer by ordering lab, clinic and office supplies and equipment via purchases orders, UMarket, and University Purchasing Card in accordance with University policy. When PCard purchases are required, process timely PCard reconciliation.
Prepare requisitions and purchase orders. Responsibilities in EFS may include but are not limited to prepare requisitions and purchase orders for office supplies, lab supplies, chemicals and standard services. Act as School of Dentistry voucher specialist; troubleshoot errors and follow up to ensure timely payment.
Maintain/update vendor lists and collaborate with accountants to coordinate/monitor sponsored and non-sponsored budgets.
Prepare Division monthly budget status reports for Division Director using UM Reports.
Create faculty travel & expense reimbursements and/or assist and train faculty in ChromeRiver.
Other duties as assigned.
Advanced Education Program Support (25%)
Supports residents of advanced education program by recording, calculating, monitoring and distributing student clinical grades and competencies. This includes proactively communicating with students, acting as a liaison between residents and faculty, and troubleshooting/investigating and resolving discrepancies.
Provides course completion progress reports to Program Director.
Organizes and plans resident interview day as well as matriculating new residents into people soft and working with graduate program and academic specialist to ensure all forms from matriculation to graduation are completed in a timely manner. This includes managing the following activities for residents:
Manages the visitor onboarding and offboarding process
Interfaces with ISSS, the University International Center and other offices as needed for support with visas, language proficiency interviews, housing, and other documents/processes needed for arrival at UMN.
Assist with obtaining and collecting UMN and SOD-internal access, including UCards, email accounts, room, keys, and AHC computer access.
General Support (5%)
Provide backup support for division administrative staff absences. This position will be cross-trained and able to fill-in and provide support during vacations, sick-times, FMLA, and other absences so that business will continue as usual in critical areas.
Develop up-to-date processes and procedures to include but not limited to modification of file systems.
Provide direct support to the faculty.
Provide room-scheduling support to the Division, including but not limited to: scheduling/arranging meetings, student exams, video conferences, internal seminars, and conference calls as directed.
Support assigned committee meetings, including preparing and distributing agendas/minutes.
Ensures welcoming environment and exemplary customer service for students, staff, and faculty. Maintains a clean, organized and orderly work environment.
Other duties as assigned.
Service Delivery and Professional Development (5%):
Ensure optimal service levels for assigned programs.
Remain current and participate in continuing education, including Academic Health Technology, and training opportunities related to University policy and best practices.
Participate in department, college, and University events, meetings, projects and initiatives.
Other duties as assigned.
This position has budget approval for a starting rate of $18.67-24.15 an hour depending on qualifications and experience.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2018_tcd-cslr-75100-ben-0105-7.pdf
All required qualifications must be documented on application materials.
High School Diploma/GED and four years related office and administrative experience is required. Training/education may be substituted for some of the years of experience.
Interest and experience in technology, systems and creating processes to move into a paperless environment.
Extensive/Expert level computer skills/experience required; demonstrated proficiency in Microsoft Office Suite and Google Applications, zoom/google meet meeting coordination and related areas.
Demonstrated/documented exceptional customer service skills and professional demeanor and ability to remain calm in stressful or difficult situations. Has demonstrated strong working relationships with supervisors, co-workers, team members and others.
Experience working successfully in a diverse environment and working with stakeholders of varying backgrounds and experiences.
Excellent interpersonal skills: clearly articulates key points when interacting with students, residents and faculty from diverse backgrounds; addresses and listens to others in a respectful manner; handles highly confidential matters tactfully and responsibly.
Demonstrated competency and experience in oral and written communication; writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar with attention for 'tone' and approach of message.
Capacity and ability to follow directions well and maintain independent responsibilities.
Successful experience working with confidential data (student, health records or financial data) and demonstrated high level of confidentiality is required for this position, including FERPA adherence.
Skilled at multitasking, working independently, showing initiative, and meeting deadlines.
Experience coordinating meetings (scheduling, agendas, minutes), event planning, and/or project management; virtual meetings/events as well as in person and hybrid or a mix of participants.
Proven ability to accomplish tasks with accuracy and attention to detail in a timely and prioritized manner in an office with frequent interruptions.
Ability to adapt approach and prioritize both student, staff and faculty requests and needs.
Demonstrated successful experience in using interpersonal, organizational and problem-solving skills.
Successful experience working with a diverse patient or client base.
Must be flexible to change and ambiguity and have the ability to navigate a changing and undefined role.
BA/BS degree related accounting, business or public administration, finance, grants management, or economics
Experience with financial processing including, purchasing card reconciliation, purchase orders, travel and expense reimbursement.
Experience/working knowledge of University of Minnesota Enterprise Financial System (EFS/PeopleSoft), UM Reports.
Experience working in a health setting with physicians, dental assistants, or related health care providers (academic, clinic or related health care setting).
Experience working in a higher education research environment; familiarity with University of Minnesota policies and procedures.
Familiarity and experience with medical/dental terminology
Advanced computer skills including spreadsheet development and maintenance using Excel and web database reporting.
Compliance with the UMN Records Retention Schedule.
The duties will require some light to moderate lifting as well as sitting or standing for long periods of time and an early evening may be needed occasionally for meeting attendance.
The Employer retains the right to change or assign other duties to this position.
Internal Number: 338116
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.