Sr. Administrative Assistant- IL- College of Dental Medicine

Summary

The Senior Administrative Assistant reports directly to the Associate Dean Preclinical Education and is responsible for providing clerical administrative and project support to the Office of the Associate Dean Preclinical Education for the College of Dental Medicine-Illinois (CDMI). The incumbent maintains a current knowledge of CDMIs policies processes and procedures to ensure efficiency and in of the Program.

Essential Duties and Responsibilities

• Greets and screens incoming visitors in a professional manner managing the needs of the visitor and where indicated promptly notifying the appropriate person of their arrival.
• Efficiently and accurately coordinates updates and maintains calendar of events schedules appointments and meetings for the faculty and the students quarterly and annual activities rotations and assignment calendars as required.
• Prepares a variety of technical statistical financial and narrative reports letters memoranda and other written correspondence and materials.
• Organizes and assists in planning of College of Dental Medicine related events.
• Answers multi-line telephone system takes accurate messages and transfers telephone calls to the appropriate person in an efficient manner.
• Receives sorts and distributes incoming mail and prepares outgoing mail in a timely manner.
• Develops and applies logic and common sense in relation to faculty staff student doctors and external interactions within the Associate Deans Office.
• Operates standard office equipment to include multi-line telephone system facsimile machine computer printer and scanner and photocopy machine.
• Performs routine and complex administrative functions including word processing correspondence memos filing calendars and reports using OneDrive cloud Microsoft office apps (Outlook Word Excel PowerPoint Teams etc.) and Nitro Pro.
• Provides full support in use of Canvas platform Respondus and Midwestern University Testing Center application to setup courses and modules creates quizzes and tests enters grading and provides reports.
• Prepares and confirms all continuing education documentation memberships dues and documentation and travel and accommodation arrangements and prepares reimbursement documents accurately for administration and faculty as well as external persons who are engaged for professional purposes (e.g. interviewees site visitors etc.).
• Provides support and back-up for all staff functions including special projects.
• Provides for the organization administration security confidentiality and retention of clinical credentialing records for faculty staff and students.
• Records and maintains records and minutes of College faculty and staff meetings.
• Provides orientation and training for new employees as assigned.
• Arranges accommodations and related requirements for official visitors.
• Actively supports the planning and conducting of various College processes and functions such as student doctor credentialing exams.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. The individual must be able to work in a constant state of alertness and safe manner and have regular predictable in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent required. One-year certificate from a college or technical school and/or Associate degree highly desired. A minimum of 3-5 years relevant work experience is required. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills

Computer proficiency in MS Office 365 (Word Excel Outlook) and database management skills including OneDrive cloud.

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills: Ability to add subtract multiply and divide all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to interpret bar graphs.

Other Skills and Abilities

• In stressful circumstances identifies evaluates and addresses the needs of faculty students patients staff and related stakeholders.
• Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.
• Adapts to changing priorities and works under pressure to meet deadlines.
• Demonstrates strategic and tactical planning skills.
• Demonstrates effective written and oral communication and interpersonal skills as related to problem-solving and conflict management are essential.
• Demonstrates judgment and decision-making skills particularly in areas related to policies and protocol.
• Demonstrates pleasant and professional customer-service skills.
• Demonstrates ability to work independently as well as in a collaborative fashion.
• Previous experience in an educational institution and/or a dental institution is desired.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee will work primarily indoors but will be in outdoor environment when traveling between campus buildings off campus and to other campuses and facilities.

While performing the duties of this job the employee is occasionally required to stand. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit; use hands to finger handle or feel; talk and hear. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is occasionally exposed to fumes or airborne particles and regularly exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Midwestern University is a private not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses one in Downers Grove Illinois and the other in Glendale Arizona. More than 6000 full-time students are enrolled in graduate programs in osteopathic medicine dentistry pharmacy physician assistant studies physical therapy occupational therapy nurse anesthesia cardiovascular perfusion podiatry optometry clinical psychology speech language pathology biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning respect for all members of the health care team service interdisciplinary scholarly activity and personal growth.

We offer a comprehensive benefits package that includes medical dental and vision insurance plans as well as life insurance short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holidays sick/flex days personal days and vacation days. We offer a 403(b) retirement plan tuition reimbursement child care subsidy reimbursement program identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions gender identity; and sexual orientation); marital status; age; disability; citizenship; past current or prospective service in the uniformed services; genetic information; or any other protected class in accord withall federal state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Required Experience:

Senior IC