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Apply for Job Job ID361794 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job The University of Minnesota School of Dentistry has a job opening for an administrative support specialist to work in our Division of Periodontology! The pay rate for this position is $23.32 - $33.92/hour depending on the finalist's experience, education, and internal equity. The standard work hours for this position are 8:00-4:30 p.m. with a 30 minute lunch break. There may be flexibility in the start and end time as determined with the supervisor. This position maintains a hybrid work schedule, with 1 day remote and 4 days on-site so we can maintain support for our on-site dental clinic staff and faculty. The Division Administrative Support Specialist serves as the primary contact for students, residents, faculty, adjunct faculty, and the public seeking information about the Division of Periodontology. In this position, you'll be responsible for: supporting the priorities of the Division Director Assisting division faculty, adjunct faculty, and residents. maintaining division email and calendar, managing financial processes, organizing division/clinic meetings and events, supporting courses, coordinating clinic schedules, and maintaining data within the Division. This position will be cross-trained with other Division and Program Support Specialists in the larger Department of Developmental and Surgical Sciences to provide consistent support across the Department in staffing absences. POSITION RESPONSIBILITIES Division Administrative Support (25%) Provide support to the Division Director, and full-time and adjunct faculty, including Division email communications, process mail, schedule meetings, manage conference registrations and travel arrangements, handle walk-in inquiries, maintain a welcoming office environment, and act as the first point of contact for Division office Provide support for personnel searches, including part-time, adjunct and visiting faculty; assist with HR/onboarding process; maintain faculty files and semester rosters Provide room-scheduling support to the Division, including scheduling/arranging meetings, student exams, video conferences, internal seminars, and conference calls as directed Support assigned Division and committee meetings, including preparing and distributing agendas/minutes Uses informed judgment to autonomously resolve problems and address questions in a fast-paced and high-traffic environment Maintain Division filing systems, electronic and physical, in compliance with the UMN Records Retention Policy, while looking for opportunities to optimize electronic storage and decrease physical storage Plan and coordinate Division events Contact Facilities Management when necessary; maintain clean and orderly office space Be a resource for Division staff, faculty and residents regarding office technology Course Support (25%) Organize, purchase and maintain course materials, including but not limited to preparing, revising, and updating materials for labs and clinics. Create, update and maintain course websites (Canvas) Prepare and organize course materials. This includes ordering materials and supplies for courses and labs, as well as updating and maintaining course websites and syllabi Format and maintain online quizzes in Canvas using provided quiz creation applications. Assist with preparing student exams Assist with set up of gradebooks and rubrics in Canvas. Post grades Accounting/Budget/Finance (15%) Act as Division financial preparer by ordering lab, clinic and office supplies and equipment via purchase orders, UMarket, and University Purchasing Card (PCard) in accordance with University policy. When PCard purchases are required, process timely PCard reconciliation. Reconcile transactions on faculty PCards as needed Prepare requisitions and purchase orders. Other resp nsibilities in EFS include preparing and purchasing orders for office supplies, lab supplies, chemicals and standard services. Act as School of Dentistry voucher specialist; troubleshoot errors and follow up to ensure timely payment. Maintain/update vendor lists and collaborate with accountants to coordinate/monitor sponsored and non-sponsored budgets Create faculty travel & expense reimbursements and assist and train faculty in ChromeRiver Advanced Education Program Support (25%) Supports residents of advanced education programs by recording, calculating, monitoring and distributing student clinical grades and competencies. This includes proactively communicating with students, acting as a liaison between residents and faculty, and troubleshooting/investigating and resolving discrepancies Provides course completion progress reports to Program Director Organizes and plans resident interview day as well as enrolling new residents in PeopleSoft and working with the graduate program and academic specialist to ensure all forms from enrollment to graduation are completed in a timely manner Promptly enter the following activities for residents: course registration, thesis submission, and financial transactions Manage application process, including updating the program website and the application website, updating tuition projections, answering applicant questions, ensuring completion of all paperwork, depositing application fees, scheduling interviews and externships, and preparing documentation for faculty review Coordinate onboarding process, including providing documentation to international residents for visa application; ensuring immunizations, training, and licensure is obtained prior to arrival; and scheduling onboarding meetings with various School of Dentistry contacts General Support (10%) Provide backup support for department administrative staff absences Develop up-to-date processes and procedures to include but not limited to modification of file systems Participate in department, college, and University events, meetings, projects and initiatives Other duties as assigned Qualifications Required Qualifications *Please detail all six of the required qualifications on your application materials * 1. High School Diploma/GED and four (4) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience. 2. Demonstrated ability to respond to inquiries professionally, accurately, and timely. 3. Excellent verbal and written communication skills including proofreading, spelling, and grammar. 4. Customer service oriented. 5. Computer experience using Google calendar and Gmail, MS Office (Word, Excel, PowerPoint, at a minimum) 6. Maintaining calendars for multiple individuals. Preferred Qualifications 1. Experience with financial processing including, purchasing card reconciliation, purchase orders and reimbursement. 2. Advanced computer skills including spreadsheet development and maintenance using Excel, web database reporting and advanced skills with Word. 3. Experience managing and prioritizing multiple... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.