Administrative Assistant Intermediate

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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Mission Statement

MDentistry: advancing health through education, service, research and discovery.

MDentistry Core Values: Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Inclusion.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by: -Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences. -Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

Why Work at Michigan?

The School of Dentistry is consistently ranked as the #1 dental school in the United States and the world. We embrace diversity in many forms and champion diversity of thought and culture. Our Mission, core values, and additional information about our College can be found on our college website. The University of Michigan also offers comprehensive benefits to help you stay well and to support you as you plan for a secure future. Benefits include:

Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave.

A retirement plan that provides two-for-one matching contributions.

Many choices for comprehensive health insurance

Life insurance

Flexible spending accounts for healthcare and dependent care expenses

Work-Life Programs to strengthen a workplace culture that supports personal and family life, including child care, elder care, lactation resources, and mental and emotional health services.

Responsibilities*

Program Support:

Act as the primary support person to the Graduate Program Director for the Pediatric Dentistry Program, assisting with all aspects of the program.

Provide support and coordination to all Pediatric Dentistry full and part time faculty members.

Assist Graduate Program Director by handling and processing graduate student applications (using PASS), schedule interviews (and related events requiring hosting functions for Pediatric resident interviews) and inform accepted students.

Handle special events including but not limited to Pediatric Dentistry graduation, student thesis defenses and special speakers/visitors.

In cooperation with the Compliance office, follow up with residents, faculty and staff whose certifications, credentials, etc. need to be in compliance.

Maintain tracking of Pediatric faculty and resident time away.

Write, type and distribute correspondences for the Pediatric Dentistry program as requested.

Keep Pediatric Dentistry resident MCommunity groups up to date.

Financial:

Act as a liaison with the SoD's and University's Finance/Accounting and Procurement.

Create purchase orders for specialized departmental items, process non-PO vouchers and reconcile expenditures.

Order and provide supplies for the graduate, predoctoral and HDC/OR clinics

Work with supply vendors and UM accounts payable to ensure proper invoicing, ordering and payment

Order necessary prescriptions drugs under the direction of the Program

Order program supply needs for the front desk and residents

Review and submit laboratory orders and handle invoicing and payments on labs

Keep track of all inventory for the clinics and lab area, inventory and restock supplies to assure they are up to date

Process faculty membership dues renewal.

Process all travel or other reimbursements for Pediatric Dentistry residents.

Process cash receipts for non-gift checks/cash received. Create Gift Thank You letters and provide them to the Department Chair for her review and signature.

Reconcile faculty expense reports for their PCards in the Concur system.

Resident Support:

In cooperation with the Graduate Program Director, plan and coordinate new student orientation.

Track, monitor and record student's research spending and assist them with their budgets, purchases and other relevant information they may need for their grant/project.

Make requests in the HSIP system for subject payments.

Assist with Pediatric Dentistry onboarding and orientation for incoming G1 residents (preparatory forms/emails, credentialing packages, PALS certification training, welcome packets, catering, key/ID requests, parking info, MOU , Enrollment Verification Letter for LARA, etc)

Provide incoming residents their credentialing packets.

Set up and Proctor AAPD In-service exams for Incoming G1 and outgoing G3 Residents.

Assist with Pediatric Dentistry G2 prep for Flint (process detached study requests, track dental & controlled substance license applications, coordinate NPI requests, etc)

Assist with Pediatric Dentistry G3 return from Flint (assemble welcome back packets and order catering for G3 re-orientation, PALS recertification training, pre-doc graduate teaching permits, research spending guidelines, etc)

Using Qualtrics and approved forms, create, manage and distribute faculty evaluation forms to the Pediatric Dentistry residents. Record scores and responses on the appropriate faculty form in Dropbox for their review and use.

Required Qualifications*

Two or more years of previous administrative experience and working in an office setting. Computer experience and proficient with Microsoft Office, Google Suites and Dropbox. Demonstrated good verbal and written communication skills. Attention to detail. Demonstrated customer focused interpersonal skills. Excellent attendance record.

Desired Qualifications*

Experience in MPathways and with procurement (PCard reconciliation, Marketsite ordering, purchase orders) is desired. Experience with School of Dentistry is desired. Experience with Qualtrics is desired.

Work Locations

This position is located in the School of Dentistry at 1011 N University Ave

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

249025

Working Title

Administrative Assistant Intermediate

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Dentistry

Department

DENT Ortho/Peds Dentistry

Posting Begin/End Date

5/13/2024 - 5/27/2024

Salary

$39,000.00 - $48,000.00

Career Interest

Administration

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