Position Description: The Executive Office & Administrative Assistant is part of the Clinical Systems administrative team that is vital to the mission of the School of Dentistry. The person in this role is the first point of contact in the Office of the Associate Dean for faculty, students, staff and the public. Strong customer service and interpersonal skills, familiarity with multiple University systems, and a willingness to be flexible are essential to this role.
Occasional evenings and weekends are required.
Responsibilities for this position include, but are not limited to:
Office Support / Customer Service - 50%
Provide high-level, independent administrative support for the Office of the Associate Dean of Clinical Systems. Act as first point of contact - direct students, faculty, visitors via phone and in person. Manage departmental email. Ensure inquiries/requests are appropriately addressed.
Provide calendar support for Associate Dean and department vacation/absence, yearly events calendars. Plan and prioritize meetings.
Maintain office organization; maintain a clean, professional and friendly office space.
Create and maintain department contact and reference lists, EFS chart strings, device assignments. Gather, compile and maintain data.
Document, manage and track workflows and processes.
Ensure regular mail and package pick-up and delivery via FedEx, UPS, USPS; receive and distribute mail for the 8th floor.
Maintain office filing (electronic and physical). Scan, file and make copies, laminate as needed.
Route forms for appropriate signatures; track to ensure approval process is completed.
Assist with initial troubleshooting/maintenance of office equipment.
Finance - 25%
Purchase office supplies for all of Clinical Systems operational staff. This includes the Associate Dean’s office, dental assistants, billing/insurance staff, and scheduling staff. Order via UMarket, PO, non-PO process, and PCard, in accordance with School and University policies.
Manage distribution of departmental newsletters; collect and create content, format, disseminate to audiences (over 100 recipients). Develop strategies to engage audiences and communicate Clinical Systems strategic goals.
Create, coordinate, edit and disseminate accurate and timely project/program communications such as: internal and external correspondence, manuals/handbooks, special event invitations, flyers and posters, evites, newsletters, program/marketing materials and staff calendars.
Other duties as assigned - 5%
Serve on and/or provide administrative or other support for Department, School and University-wide committees and groups, as appropriate.
Provide backup for team members as needed and other special projects as assigned.
Continue professional development through attendance of courses, workshops, seminars and other meetings.
Hourly range: $18.67-$28.45 USD/hour.
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/2021_tcd-cslr-75100-ben-0105-7_final.pdf
All required qualifications must be documented on application materials
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Experience providing administrative support to faculty or executives.
Demonstrated proficiency in word processing, spreadsheets, and database software with Microsoft Office and Google applications (Microsoft Word, Excel; Google Docs, Sheets).
Experience preparing and processing accounting and business documents (i.e., purchasing, travel), using an electronic software system.
Ability to accurately and clearly communicate effectively with diverse populations.
Strong organizational skills. Attention to detail is a must.
Excellent written and verbal communication skills.
Experience in a dental or medical setting.
Experience using electronic health record software.
Demonstrated ability to handle sensitive and/or confidential information.
Internal Number: 341961
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.