Administrative Assistant II (School of Dentistry Student Affairs and Admissions)

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106028

Minimum Requirements:

High School Diploma/GED with two (2) years of related experience or an equivalent combination of education and experience. Grade 2 (Hourly)

Position Description:

The selected candidate will be responsible for providing administrative support for the School of Dentistry Office of Student Affairs and Admissions.  This support includes application processing, interview scheduling, room scheduling, admissions processing and other student services in the School of Dentistry. Excellent customer service skills and knowledge of MS Word and Excel are required, as this person will assist with daily office operations and provide phone and in-person receptionist services. Exposure to or experience with web-based software systems management/data management is strongly preferred. This person will also advise faculty, staff and students on current University policies and procedures that relate to Student Services. Will be responsible for application and admissions data management and reporting, distribution of student, faculty and staff information, assisting with office financial transactions, responding to inquiries, and monitoring/updating web information and digital display messaging.  Will assist in preparing for and conducting special events and other clerical duties such as typing, filing, records management, etc.

Essential Duties and Responsibilities

• Enters and manages data for application processing and admissions, files and compiles reports

• Responds to and distributes information inquiries/receptionist duties

• Provides administrative support, including scheduling appointment, proctoring exams, scheduling    

• Rooms using 25 Live, making power points, taking photos, recording minutes, preparing for and conducting interview days, orientations and special events, transcript verification and student enrollment

• Uses PeopleSoft to verify submission of graduate student enrollments documents and manually enrolls ULSD graduate students

• Provides administrative support for undergraduate application processing for Upper Division of Dental Hygiene

• Processes office financial transactions such as purchase orders, procurement card reconciliation, travel vouchers, etc.

• Prepares digital displays of events and creating a weekly calendar of events for the entire school

• Manages recruitment planning, mailings, tracking and follow up correspondence for all recruiters in the Office of Student Affairs and Admissions and approximately 50 events per year.

• Assumes duties of the Office’s other Administrative Associate when she is on leave.

• Uses Qualitrics to prepare student surveys

• Uses Plone to update website

• Assists with marketing campaigns by collecting photos for publications, adding welcome

• messages, preparing power points, etc.

• Organizes storage of items in the Student Affairs Office

• Requires some travel

Preferred Qualifications

• Experience with web-based software systems

• Customer/student service experience

• Experience with Technology, especially MS Office

Target Compensation Maximum:

$24.77

Target Compensation Minimum:

$16.51

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.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please cont