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Job Title: Administrative Assistant Department: Dentistry | Periodontology The Administrative Assistant serves as the primary administrative support professional for the Division of Periodontology within the College of Dentistry. This position acts as a key liaison between the Division Chair, faculty, staff, advanced education residents, and dental students. The role is responsible for coordinating academic, clinical, and administrative activities within the division while maintaining the highest degree of professionalism, discretion, and confidentiality.
Reporting directly to the Division Chair, the Administrative Assistant ensures the efficient operation of divisional functions through comprehensive administrative support, scheduling coordination, financial processing, compliance management, and engagement. Essential Duties and Responsibilities Administrative and Executive Support: Provide comprehensive administrative support to the Division Chair and division faculty.
Manage and maintain the Division Chair’s calendar, including scheduling meetings, appointments, conferences, and business travel arrangements. Coordinate meeting logistics, reserve meeting spaces, prepare agendas and supporting materials, and assist with meeting follow-up activities. Serve as the primary liaison between the Division Chair and faculty, staff, residents, students, and external partners.
Serve as a Workday timekeeping approval backup for the Advanced Education Program Director and/or Graduate Clinic Staff Manager. Draft and prepare correspondence, reports, presentations, agendas, and other professional communications utilizing Microsoft Office products. Screen and respond to incoming calls, visitors, mail, and email inquiries, exercising sound judgment and professionalism. Maintain both electronic and paper filing systems to ensure accurate record retention and accessibility.
Academic and Clinical Scheduling: Prepare, coordinate, maintain, and distribute teaching and clinical schedules for faculty, residents, and students. Monitor and update divisional teaching schedules each semester to support academic and clinical operations. Collaborate with faculty and Chair to ensure schedule accuracy and timely communication of changes. Compliance and Records Management: Maintain and organize divisional records, documents, and files required for accreditation, compliance, regulatory, and institutional requirements.
Collect, track, and compile data for reports, audits, and operational assessments. Prepare reports and documentation as requested by the Division Chair and College leadership. Ensure records are maintained in accordance with university policies and applicable regulations. Financial and Business Operations Support: Process purchase orders and support procurement activities for divisional operations and events.
Assist with accounts payable submissions, expense reimbursements, and other financial transactions in accordance with university policies. Support faculty and residents with business