Job Description

The Administrative Assistant Senior will coordinate and manage activities as they relate to the Dean of Community Based Collaboration, Director of External Affairs and the Course Coordinator for the Expanded Function Dental Assistant Program in Restorative Dentistry, School of Dentistry to ensure a smooth efficient operation; works under general supervision and direction; performs office management duties; manages and coordinates the mobile unit calendar, collects and prepares data for analysis; assists in the preparation of documents related to accreditation and Board of Trustees meetings and other meetings as identified by the Dean of Community Based Collaboration and Director of External Affairs. Will perform administrative support duties as assigned.

Daily Operations

• Assists in answering the phone, scheduling appointments, coordinating meetings, interviews, compliance related events, scanning, copying, uploading/downloading documents, and other duties as may be assigned on occasion.
• Take and prepare meeting minutes for EFDA, Community Based Collaboration and school related committees
• Manages and updates the mobile unit calendar, EFDA course schedule, and the community-based activity calendar.
• Assist in the monitoring and collection of documents from departments/units for compliance on mobile unit
• Compile data from the mobile unit and other community-based outreach projects and submit to Institutional Research for analyzing and use for grants and necessary recorded information.
• Assist in preparation of documents for dental school/college accreditation and Board of Trustees requirements for quarterly and annual meetings.
• Coordinate with the Director of External Affairs and Development and the project coordinator (Dean’s office) to gather information needed for newsletters, social media, marketing and the website.
• Serve as liaison with other departments, faculty, staff, students and external organizations in responding to inquiries relating to policies, procedures and functions within Community-based collaboration, EFDA, and External Affairs and Development.
• Compose, format and type correspondence using PC applications including the Microsoft suite, (Word, Excel, Paint, PowerPoint) and spreadsheets, tables, and graphs
• Maintain office filing system (digital and hardcopy), ensuring all documents are easily accessible and secure with appropriate system backups through appropriate coordination with OIT.
• Complete Travel Authorization and American Express Request for Disbursement (RFD) Reports for Community Based Collaboration, the EFDA program, and External Affairs and Development.
• Order supplies/equipment/services, prepares requisitions, obtains invoices from vendors and follows up regarding vendor payments on AxiUm, keeps up with the mobile unit work log book.

Required Skills:

• Ability to maintain confidentiality when dealing with sensitive documents and subject matter.

• Ability to provide good customer service and work effectively on team projects.

• Demonstrates interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.

• Self-Starter with great organization and time management skills.

• Effective verbal and written communication skills.

• Ability to maintain filing and record keeping systems.

• Ability to plan, schedule and coordinate meetings.

• Knowledge of HIPAA compliance policies and procedures.

• Demonstrated knowledge of office procedures and advanced skills in Microsoft Word, Excel, PowerPoint, Publisher.

• Strong skills in creating tables, graphs, and editing. Knowledge and use of digital editing software platforms a plus.

• Detail oriented and pays close attention to detail.

• Ability to type 60 wpm or more.

• Knowledge of the Banner System a plus

• Knowledge of the dental field

Required Experience:

• Bachelor Degree from an accredited College or University
• Minimum of two (2) years of related experience is required

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Nashville, TN 37208: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 2 years (Preferred)

Work Location: In person

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