Administrative Assistant, Institute for Advanced Continuing Dental Education, Alumni Relations and Communications

Description

Job ID

SF9994-0620-1790

Position Classification

FT Staff Non Union

Position Summary

Performs professional administrative management and support duties to support the department’s daily operations; assists in program planning and development; interprets, monitors, and analyzes information regarding operating policies and procedures; administers budgets; and coordinates academic and/or staff personnel matters.

Essential Duties and Responsibilities

Course Planning and Administration 

1. Assist in the implementation and administration of continuing dental education courses.
2. Manage the online course registration and database system, Learning Stream.
3. Maintain all CE course files.
4. Prepare and compile all course materials, including handouts and course evaluations.
5. Run and compile results from course evaluations to be forwarded to course presenters.
6. Facilitate CE courses when required, including setting up audiovisual equipment, monitoring and hosting online courses, monitoring food service, gathering course evaluations, and issuing credit letters.
7. Assist individuals with registrations for courses as needed.
8. Prepare credit letters for all courses.  

Marketing  

1. Assist in engaging all stakeholders in School of Dentistry news and events through various general web, print-based, and social media outlets.
2. Assist in the preparation and editing of market and promotional materials, such as target mailings of course brochures and postcards.
3. Assist in the online promotion of CE courses and alumni events through digital communication and social media. 

Financial   

1. Settle financial transactions by paying invoices to vendors associated with all CE courses and alumni events.
2. Monitor the budget and prepare purchase orders in Banner associated with all courses, alumni events, and office operations.
3. Prepare and submit check requests and payroll authorizations for all courses, alumni events, and office operations.
4. Maintain a log of checks and purchase orders and verify payments received.
5. Reconcile all credit card transactions with a monthly P-card report.
6. Prepare profit/loss statements for each course and event.

 General Administration   

1. Enter alumni attendance for events and courses into Raiser’s Edge,
2. Prepare monthly mailings to alumni for milestone birthdays.
3. Monitor and respond to emails sent to the department as needed.
4. Order and maintain all needed office supplies and stationery.
5. Perform other duties as assigned.

Requirements

Minimum Qualifications

• Experience – Five years to seven years.
• Education – A two-year college degree or completion of a specialized course of study at a business or trade school (Equivalent combination of Education and Employment)

Preferred Qualifications

• Bachelor’s degree in graphic design and or digital art preferred. Communication, Advertising, Marketing or related field may be accepted. 
• Five to seven years’ experience in marketing, social media, web development, communications, or related field.  
• Knowledge of social media best practices, brand management, people skills, problem solving, task-management, time-management, creative and intuitiveness.

Knowledge, Skills, and Abilities

 Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in graphic design, communications, public relations, or a related liberal arts program; one to three years of related and progressively more responsible or expansive work experience in public and media relations, social media management, communications management; experience with writing, researching, and editing to produce content in a variety of formats; or an equivalent combination of education and experience.    

• Computer skills: proficiency with InDesign, Photoshop, Lightroom, Illustrator and MS Office Suite and social media management platforms. Experience with Cascade is preferred.  
• Experience in developing print and digital content for organizational communication purposes  
• Experience producing and designing reports, newsletters and annual publications 
• Excellent written and spoken communication skills.

Physical Requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).