Administrative Assistant Senior

Position Summary:

Administrative Assistant, Senior will coordinate and manage activities as they relate to the Department of Dental Public Health, Department of Community Based Collaboration and the Expanded Function Dental Assistant Program in Restorative Dentistry to ensure a smooth, efficient operation; works under occasional supervision; performs office management duties; prepares and disseminates reports; assists with the preparation of documents for meetings; interfaces with external entities; may perform some designated duties of immediate supervisor during periods of absence; assists with the management of work study students; oversees special projects as designated by the immediate supervisor. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities):

• 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 departmental faculty. Complete Travel Authorization and American Express Request for Disbursement (RFD) Reports for Community Based Collaboration, the EFDA program, and Shelbyville.
• Coordinate travel arrangements and create expense reports in a timely manner
• Prepares and disseminates documents related to accreditation and Board of Trustees meetings and other meetings as identified by the Departments.
• 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 assisting with the compliance of required paperwork following HIPAA compliance policies.
• Scan and shred paper documents in compliance with records retention policy.
• Coordinate with marketing and the project coordinator (Dean’s office) to gather information needed for newsletters, social media, marketing and the website.
• 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
• Plans, schedules departmental meetings.
• Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings, conferences, and other programs
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.
• Composes, formats and types correspondence using PC applications including word-processing and spreadsheets.
• Performs a variety of complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.
• Coordination manages and updates the mobile unit calendar (including Shelbyville, digital dentistry, etc.), EFDA course schedule, and the community-based activity calendar. Assist in the monitoring and collection of documents and data from departments/units for compliance on mobile unit/Shelbyville Clinic
• Assists with the administering and coordination the community-based programs of the Departments and the Health Careers Opportunity Program
• Assist with processing documentation of community events.
• Assist with proctoring of exams.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Assists with faculty credentialing and tracking for the department, including credentials, appointment status, research and possible adverse action.
• Coordinate with marketing and the project coordinator (Dean’s office) to gather information needed for newsletters, social media, marketing and the website.
• Acts as a resource to other administrative support and provides training on processes and procedures.
• Assist with the processing of affiliation agreements
• Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events)
• Operates and maintains office equipment (fax, printer, photocopier).  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.

Knowledge, Skills And Abilities Required:

• Ability to maintain filing and record keeping systems.
• Demonstrated knowledge of office proficiency in various PC based applications such Microsoft Office 360, Outlook, etc. include word processing spreadsheet applications to include Microsoft Word, Excel, Power Point, Exam Soft and other software utilized by the department.
• Comprehensive knowledge of institutional policies and organizational structure.
• Demonstrated interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Effective verbal and written communication skills. 
• Strong composition and editing skills. 
• Self-Starter with great organization and time management skills.
• Ability to plan, schedule and coordinate meetings.
• Working knowledge of accounting principles and procedures including budgetary processes.
• Sufficient training skills to work with assigned staff.
• Scheduling appointments, updating calendars

Knowledge, Skills, Abilities Preferred:

• Experience in Higher Education Environment
• Experience with addressing conflicts efficiently

Education And Experience Required:

• A bachelor’s degree from an accredited College or University with a minimum of two (2) years of related experience is required.

Education And Experience Preferred:

Licensure, Certification Or Registration Required:

Licensure, Certification Or Registration Preferred:

This job description reflects the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The responsibilities listed may be subject to change at any time and individuals may be asked to perform duties outside of their regular responsibilities to support the ongoing operations and mission Meharry Medical College and its facilities.

Human Resources Department Use Only

Jd Reviewed/Approved By:

Reason Jd Created:

Compensation Analysis:

Reviewed By: