ADMINISTRATIVE ASSISTANT, School of Dental Medicine, Endodontics (8861/F2317)
The Administrative Assistant will perform all administrative activities for the Department of Endodontics. Some of the major activities include but are not limited to the following: scheduling meetings, recording minutes, ordering supplies, paying and reconciling invoices, making travel arrangements, drafting and proofreading correspondence.
The incumbent will triage and respond to all face-to-face, telephone, fax and email inquiries and ensure that all inquiries and requests are followed up upon and distributed/resolved in a timely manner.
Sort, open and distribute office mail
Maintain schedules in Microsoft Outlook for office staff and faculty members
Make travel arrangements for the Chair or others as directed
Set up various meetings and take minutes
Assist with hard-copy mailings and order supplies and minor office equipment/maintenance agreements on a regular basis
Ensure problems with office equipment or supplies are resolved. Responsible for managing inventory of office supplies.
Financial Responsibilities: - Pay, process, submit, reconcile and monitor invoices, disbursements; Create purchase orders, reimbursement and internal service requests; Create and monitor limit orders. Troubleshoot with appropriate department - Accounts Payable, Sourcing and Comptroller regarding bill payments and inquiries for vendors etc. Reconcile P-card account on a monthly basis.
1-3 years of experience and Associate's degree required. Bachelor's degree preferred.
Must have a high degree of attention to detail with correspondence and project specific work
Must be able to multi-task and prioritize
Must be able to critically think and problem solve and present ideas and or solutions for issue resolution.
Must be comfortable interacting with Dean’s, Department Chairs, Directors, Students, and Staff on a daily basis
Must be able to work in a system driven environment with intermediate level experience in the following:
Microsoft Office Applications – Excel, Word, Power point, Outlook
Assist with alumni events, graduation events, reviewing and assigning applicants to faculty, compiling residents portfolios and helping with the weekly lunch and learn lectures.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.