Community Outreach Administrative Assistant

Job Type:

Staff

Job Description:

The Community Outreach Administrative Assistant provides administrative and operational support to the College of Dental Medicine’s community-based education program. This role supports clinical faculty and the team responsible for coordinating 4th-year dental student community rotations. The position plays a vital role in facilitating smooth communication with community partner sites, ensuring accurate documentation, and supporting the logistics that make community-based dental education successful.

Essential Duties and Responsibilities:

• Provide administrative support to clinical faculty and the Community Outreach/Rotation team, including scheduling, correspondence, and document preparation.
• Coordinate logistics for 4th-year community rotations, including student placement, site communications, schedules, and compliance documentation.
• Serve as a contact for community partner sites regarding contracts, scheduling, and administrative needs.
• Maintain accurate records related to rotations, attendance, evaluations, program compliance, including preceptor onboarding and tracking.
• Assist in preparing reports, presentations, and data tracking for accreditation and institutional reporting.
• Support onboarding and orientation processes for students participating in community rotations.
• Manage calendars, meetings, and communications for the outreach team and faculty.
• Monitor program expenses, assist with budget documentation, reimbursements, and supply needs.
• Coordinate events related to community engagement, recognition, or site visits. May require assistance with after hours events such as Third Thursday, White Coat Ceremony, etc.
• Ensure adherence to university, clinic, and partner site policies and procedures.
• Greets and directs visitors.
• Answers phones and takes messages for faculty.
• Answers questions requiring knowledge of terminology, organization, supervisor’s responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the department).
• Provide daily support for faculty as needed, including making travel arrangements, reconciling travel expenses, and/or preparing requisitions for expenditures/supplies.
• Coordinate and track deadlines for external and internal reporting.
• Facilitate report creation and submission by working with a number of internal and external CDM sources.
• Support various CDM Committees, as necessary.
• Support the CDM Executive Office Manager to facilitate meetings and group visits with and for the College of Dental Medicine.
• Provide staff support to general University and CDM committees: record meeting minutes, follow up on Committee actions as appropriate; maintain committee files, mailing lists, and other records; serve as search committee staff liaison with applicants, including preparation of all correspondence with applicants.
• Confer regularly with the CDM Executive Office Manager to ensure the efficient operation of the College of Dental Medicine.
• Perform other duties as required.

Qualifications:

• Two years experience as an administrative assistant supporting more than one person preferred.
• Bachelor’s degree preferred.
• Experience in an academic environment providing administrative support is highly desirable or any equivalent combination of experience, education and training which provides the required knowledge, skills and abilities.
• Thorough understanding of sounds business management principles, policies and techniques, including good organizational and record keeping skills.
• Ability to work under pressure, to adjust to frequent changes, handle multiple tasks, and meet deadlines.
• Excellent written and oral communication skills in English.
• Proficient with Microsoft Word, Power Point, Adobe, and Excel.
• Experience with database and other computer applications helpful.
• Strong communications skills that reflect judgment, tact and resourcefulness
• Ability to maintain confidentiality.
• Knowledge of safe working procedures and security measures related to work performed.
• Good organizational and administrative skills.
• Good general understanding of higher education organizational and governance structures.
• Ability to organize and coordinate events, and work with University event planners.
• Ability to deal effectively with a broad range of individuals and groups within and outside of the University.

Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on