Administrative Assistant III (School of Dentistry Academic Affairs)

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106355

Minimum Requirements:

High School Diploma/GED with 4 years of related experience or an equivalent combination of education and experience. Grade (3 Hourly)

Position Description:

The University of Louisville School of Dentistry Academic Affairs is seeking an Administrative Assistant III. This position provides support to the Associate Dean of Academic Affairs and facilitates the efficient operation of the department by performing a variety of administrative tasks. 

Essential Duties and Responsibilities

• Develop and maintain accurate course schedules of the DMD curriculum and final exam schedules.

• Develop student leadership listing and maintain course director distribution groups in Outlook.

• Coordinate and maintains records of the activities for the following ULSD Standing and Ad Hoc Committees:  DMD Student Progress and Promotion Committee to include the Clinical Subcommittee, DMD Curriculum Committee to include all subcommittees, Student Review Council, Faculty Assembly, and Assessment & Effectiveness Committee.

• Prepare materials for annual DMD Focus Group discussions and arrange meetings.

• Coordinate reservations of classroom space for all academic activities and student organizations at the School of Dentistry through 25Live CollegeNET.

• Provide administrative support to the Associate Dean for Academic Affairs and other staff members in the Office of Academic Affairs, including correspondence, email and maintenance of calendars; answer, and screen phone calls; and make travel arrangements.

• Welcome and direct visitors and guests, and arrange meetings with faculty, staff and students, paying particular attention to the sensitivity and confidentiality nature of the issues involved.

• Respond to and resolve administrative inquiries and questions.

• Assist the Department Coordinator IV with ExamSoft, an online platform used for exam administration

• Makes all arrangements with IT to coordinate exams taken through ExamSoft at the School of Dentistry.  Assists in proctoring exams and trouble-shooting at the beginning of each exam.

• Provide support for Basic Science Awards and graduation activities, as well as mandatory training sessions for the School of Dentistry.

• Support the Office of Academic Affairs in special projects, including goals assigned by the Dean. 

• This position will assist with the assimilation of the self-study reports for accreditation

• Develop the annual academic calendar

• Assist with Track IT tickets for the department

Preferred Qualifications

• Enjoy interacting with others based on the high engagement required for this role with all workforce members.  Excellent software skills in Microsoft Office.

• Bachelor’s degree

• Blackboard experience

• Sharepoint

• Demonstrated ability to prioritize work to meet multiple, competing deadlines

Competencies

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Proficient in Microsoft Office Suite

• Excellent organizational skills and attention to detail

• Ability to evaluate data and other information

• Service and team oriented

• Very good critical-thinking skills

• Ability to build strong working relationships with others  

Target Compensation Maximum:

$27.85

Target Compensation Minimum:

$18.56

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at employment@louisville.edu or 502.852.6258.

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