Administrative Assistant for Postgraduate Education

Overview

The Administrative Assistant provides comprehensive operational and clerical support for the Office of Postgraduate and Continuing Dental Education along with the individual directors of post graduate educational programs. This role is essential in managing student/resident/fellow documentation, and maintaining compliance with the Commission on Dental Accreditation (CODA) and CERP continuing education (CE) requirements. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects in a fast-paced academic environment.

Responsibilities

• Postgraduate Program Administration
  • Support the residency application and admissions process (via PASS or MATCH systems), including coordinating interview days and maintaining applicant files
  • Assist in the onboarding of new residents and fellows, ensuring all credentialing, health records, and licensure documentation are complete
  • Maintain accurate records of resident rotations, evaluations, and clinical requirements to ensure program compliance with CODA standards
  • Maintain and update the departmental database of attendees and alumni for outreach and reporting purposes
• Continuing Education (CE) Program Support
  • Coordinate logistics for CE courses, including room scheduling, catering, equipment setup, and registration management
  • Act as the primary point of contact for external speakers, managing travel arrangements, honorarium processing, and collecting required disclosure forms
  • Process course credits and distribute CE certificates to attendees in compliance with ADA CERP or AGD PACE standards
  • Assist in the production of marketing materials, including digital brochures, website updates, and social media announcements
• General Office Operations
  • Provide high-level customer service to students, faculty, residents, and visiting dental professionals
  • Prepare agendas and take minutes for departmental and committee meetings as needed
  • Manage procurement for the department, including ordering clinical and office supplies
  • Draft, format, and edit correspondence, reports, and course syllabi

Qualifications

Education/Experience

• High School Diploma required; Associate's or Bachelor's degree preferred.
• 2–4 years of administrative experience, preferably in a higher education, healthcare, or dental office setting.

Knowledge/Skills/Abilities

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong interpersonal skills
• Strong written and verbal communication skills.
• Ability to work occasional evenings or weekends to support events.
• High degree of professionalism and ability to handle confidential student/resident information.

Working Conditions

• Ability to sit at a computer for extended periods.
• Must be able to lift up to 10 lbs (e.g., moving course materials or refreshments).

Maximum Salary

USD $56,000.00/Yr.

Minimum Salary

USD $44,799.00/Yr.