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 located in the Division of Operative Dentistry and supports the efforts of the Division Director. The Division Support Specialist is the central contact for students, faculty, adjunct faculty and the public seeking information about the Division of Operative. They are responsible for maintaining Division email, calendar, assisting Division faculty/adjunct faculty, managing financial processes, organizing division/clinic meetings and events, supporting in-person and online courses and coordinating clinic schedules. This Division Support position organizes and maintains data within the Division and must feel comfortable with new and changing technologies. This position is cross-trained with other Division Support personnel in the Department of 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.
Starting Salary range: $17.03-$21.18 an hour
Detailed position description:
Administrative Support (40%)
Provides support to Division Director, full-time and adjunct faculty, including:
Preparing and managing individual and division email communications, scheduling in-person and online meetings, processing and distributing mail, managing or creating program and/or clinic schedules, developing annual calendar, generating reports, organizing parking cards, handling conference registrations and travel arrangements, ordering supplies, and other administrative duties as needed.
Acts as the first point of contact for the Division office. Triages requests. Ensures a welcoming environment and provides exemplary customer service for students, faculty and staff by handling communication with professionalism and timeliness.
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.
Establishes priorities independently, or in conjunction with the Division Director, based on the cycles of the academic year to ensure that deadlines are met.
Contacts Facilities Management when necessary.
Maintains a clean and orderly office space; free of visible office supplies and welcoming to visitors.
Other duties as assigned.
Faculty Onboarding and Clinic Scheduling (30%)
Develops and edits the Color Group Clinics and Preclinic faculty schedules.
The Color Group Clinic schedule is a collaboration between Operative Dentistry and Comprehensive Care. The Division Administrative Specialists meet weekly to coordinate clinic coverage
Create the Preclinic faculty schedule, including confirming faculty availability, rescheduling during conflicts and/or absences, recording/tracking of faculty attendance/vacation and making arrangements in other times of need.
Manages the adjunct faculty roster by semester and coordinates with other divisions for faculty who work in multiple locations.
Schedules, prepares agendas, and takes minutes at Division meetings as needed.
Provides support during adjunct faculty searches and assists with the onboarding process, including:
Preparing necessary new hire documentation for Division Director and subsequent approvals, creating PRF’s, tracking completion of Federal and University trainings, confirming access to UMN systems, assisting with clinic ID and UCard.
Ensures all documentation is received by Human Resources, the Department and organized in Division drives.
Serves as the Division financial preparer by ordering lab, clinic and office supplies and equipment via purchase orders, U Market, and University Purchasing Card (PCard) in accordance with University policy. When PCard purchases are required, process timely PCard reconciliation.
Responsibilities in EFS may include, but are not limited to:
Preparing requisitions and purchase orders for office supplies, lab supplies, chemicals and standard services.
Serving as the Division voucher specialist, troubleshoots errors and follows up to ensure timely payment.
Maintains/updates vendor lists and collaborates with accountants to coordinate/monitor sponsored and non-sponsored budgets.
Prepares monthly Division budget status reports for Division Director using UM Reports.
Creates faculty travel & expense reimbursements and/or trains faculty to use ChromeRiver.
Other duties as assigned.
Pre-doctoral Program Support (10%):
Performs data entry for grades and skills assessment scores. Tracks and digitally organizes student skill assessments.
Assists the Preclinic Administrative Specialist with didactic and clinical courses taught by Division of Operative Dentistry faculty for in-person, online and hybrid format courses. This would include coordinating coursework through the learning management system, entering grades and maintaining course websites.
Assists faculty or acts as the host for live lectures as needed. This includes inviting students and any guest lecturers, recording the lecture, and embedding videos in learning management system.
Provide student progress reports to the Division Director.
Arranges test accommodations for students.
Other duties as assigned.
Service Delivery and Professional Development (5%):
Ensure optimal service levels for assigned programs or projects.
Remain current and participate in continuing education, including Academic Health Technology, and training opportunities related to University policy and best practices.
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.
Participate in department, college, and University events, meetings, projects and initiatives.
The Employer retains the right to change or assign other duties to this position.
This position has budget approval for a starting rate of $17.03-$21.18 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 two years related office and administrative experience is required. Training/education may be substituted for some of the years of experience.
Interest in technology, systems and finding ways to move to a more paperless environment.
Experience with scheduling, preferably for a clinic or academic setting with 20+ employees.
Experience with shared databases.
Ability to take initiative, successfully problem-solve and capable of working independently.
Ability to complete time-sensitive work with high attention to detail.
Demonstrated ability to maintain established work standards and procedures, as well as adapt easily to procedural changes.
Uses informed judgment to autonomously resolve problems and address questions from students and faculty.
Demonstrated ongoing successful experience in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar and verbal communication in clear understandable English done in person and virtually.
Must be able to work through interruptions and remain organized.
Shows initiative and is able to meet deadlines.
Ability to remain calm in stressful or difficult situations.
Understands FERPA and guidelines regarding appropriate release and confidentiality of student information.
Experience working in a higher education environment; familiarity with University of Minnesota policies and procedures.
Familiarity with HIPAA.
Experience supporting academic programs:
using learning management software (i.e. Canvas)
scheduling and hosting meetings/courses online.
working with confidential data (student, health records or financial data)
Experience with financial processing including, purchasing card reconciliation, purchase orders and reimbursement.
Advanced computer skills including spreadsheet development and maintenance using Excel and web database reporting.
Experience managing and prioritizing multiple tasks and work both independently and as part of a team.
Experience/working knowledge of University of Minnesota Enterprise Financial System (EFS/PeopleSoft), UM Reports.
Understands or familiarity 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 evening may be needed occasionally for meeting attendance.
Internal Number: 340113
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.