Administrative Assistant, Senior

The Administrative Assistant, Senior will coordinate and manage activities for the Department of Dental Public Health, ensuring a smooth and efficient operation. The role will perform office management duties, prepare and disseminate reports, and assist with special projects. The Administrative Assistant, Senior will also provide administrative support and make work-related decisions in accordance with existing policies and procedures.

Requirements

• Maintain the immediate supervisor’s daily schedule.
• Managing daily calendars for multiple faculty, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes as directed by faculty
• Schedules, maintains, and prioritize executive calendars for appointments, meetings, and travel. Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Make travel arrangements for the immediate supervisor and other departmental faculty.
• Coordinate travel arrangements and create expense reports in a timely manner
• Prepares and disseminates reports.
• Meeting Minutes for the Department
• Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
• Assist with the maintenance of student files including but not limited to final grade entry, filing and assist with the compliance of required paperwork.
• Scan and shred paper documents in compliance with records retention policy.
• Assists with the administering and coordination of Public Health Office activities.
• Assists in the development and implementation of office procedures and work study schedules.
• Functions as liaison with other departments, faculty, staff, students and external organizations.
• Build and maintain good business relationships with executives and administrative staff across the institution