UNIV - AH1506 Administrative Coordinator II - Assistant to the Dean - CDM

30% Serves as liaison for the Dean with students, faculty, and community members; maintains a high degree of confidentiality when working with all constituencies; oversees, coordinates with, and organizes committees while being sensitive to personnel issues, history and any required rotations.

Work directly with students to collect information, coordinate paperwork, schedule meetings, and draft and finalize student recommendations to residency and postgraduate programs. Communicate regularly with Student Affairs to attain student scores, grade point averages, and ranking. Monitor and track the PASS online forum to upload requested recommendation letters, grade point average, and ethic statements. In addition, this position drafts all letters requested by the dean such as letters of evaluations and letters of support from both CDM faculty and faculty elsewhere. Generates all MSD letters for graduate level programs within the college to go out over the Dean’s signature. Works with the Office of Student Academic Affairs to ensure the Dean has signed all offer letters for the incoming D1 class. Directs the usage of the Dean’s conference room. Maintain a commitment list for the dean.

Provides research assistance to the Director of the Dean’s Office and Strategic Initiatives, primarily editing manuscripts and creating PowerPoint presentations, manipulating data in excel, creating pdfs, using Teams, Onedrive, Box, drafting announcements, emails, correspondence, nomination letters, etc.

Manages the Dean’s calendar and serves as the central point of knowledge for the Dean’s staff, eliminates conflicts in appointments and provides details for each calendar event, plans and manages for recurring events; authorizes and approves meeting requests for the Dean’s time. Ensure the Dean’s meetings stay on track so as not to impede the time of other meetings. Responds in a timely manner to all requests from various sources, both internal and external, for the Dean’s time.

Anticipates the Dean’s needs, takes initiative to identify effective solutions, and fully executes resolutions to the highest standards. This individual must be able to multitask and prioritize items in a busy paced work environment. Maintains strong, productive relationships with, and supports other members of, the executive management team (e.g. Assistant Deans, Development Officer, etc.) Fosters productive working relationships with faculty and staff.

 - (Essential)

25%: Serves as the initial contact for the Dean’s Office, using diplomacy and public relations skills to appropriately direct questions to the Director of the Dean’s Office and Strategic Initiatives, Associate and Assistant Deans, staff, faculty and student services; manages inquiries about Dental School activities and procedures through written and oral communications. Leverages relationships and resources to promote the initiatives and strategies of the Dean’s Office.

Update, gather, and coordinate agendas from all the Dean’s direct reports prior to regular one on one meetings, and review agenda submissions for necessary additions. Schedule and execute meetings such as CDM Faculty Meeting and CDM College-wide Teams meetings monthly and solicit senior leadership for agenda items for those meetings. Provides logistical and strategic support for the arrangement, coordination and dissemination of minutes and agenda from meetings, including faculty meetings and college-level events.

Serves as a liaison between the Dean, his patients, and Dental Faculty Practice (DFP). Communicate with patients, work with PSRs to schedule patients, confirm dental assistants' availability, and use complete confidentiality to scan patient information to external providers.  Each week in advance, review DFP schedule to ensure there are no conflicts with the Dean’s calendar. Communicate when needed with clinic staff to open, adjust, and close DFP if needed. Download weekly schedule from EPIC for the Dean to review the following week. Need to be proficient in MS Teams, MS Excel, MS Word, MS Outlook.

 - (Essential)

25% Fully schedules and books the Dean’s travel needs to conference, site visits, meetings, etc. Provides logistical support, coordination and management of the Dean’s travel needs, as well as executive visitor travel to Charleston on behalf of the college. Including, but not limited to. developing itinerary plans, travel arrangements, lodging, agendas, and catering for on campus meetings.  Assist the Director of the Dean’s Office and Strategic Initiatives to plan and host events, campus visits, and other requests. Including but not limited to: booking, purchasing, submitting invoices, organizing materials, gathering data, consulting with information sources, drafting summaries, planning farewell gatherings for the Dean’s direct reports.

Oversee and complete reimbursements for those visiting on behalf of the Dean. Serves as the Dean’s ambassador for international guests, researchers and utilizes appropriate protocol. Completely manage the Dean’s business purchase card including justifications, and reimbursements, as well as provide constant fiscal support for the Dean, including procurement services for the Dean’s office, travel authorization forms, travel arrangements, as well as providing support in researching fiscal transactions. Work to ensure compliance with the State and University Policy and communicate as needed with Accounts Payable.

Maintains list of donors and alumni, works directly with Office of Development to help schedule meetings with donors, develop draft presentations for alumni weekends, and coordinate calls and emails for donations. Work directly with the Director of Development to plan events for visiting alumni. Submit invoice requests, bank statements, and mileage to foundations on behalf of the Director of Development.

Generates acknowledgement letters to key stakeholders monthly as well as send out holiday cards, sympathy cards, and thank you notes. Mail books, letters, etc. on behalf of the Dean and the Director of the Dean’s Office and Strategic Initiatives.
- (Essential)

10% Maintains the Dean’s Curriculum Vitae (CV). Request time off on behalf of the Dean in a timely manner.    Maintains a log of all tasks that have been assigned and tracks completion of tasks and ensures that all timelines are met. Submit FixIt orders on behalf of the Dean. Updates the Dean/Director of the Dean’s Office and Strategic Initiatives of progress on a regular basis. Prepares for weekly meetings with the Dean in advance and attends with all necessary materials and information. Coordinate technology support for the Dean when issues arise. Complete payment of fees and dues each year on behalf of the Dean and the College. - (Essential)

10% - Other reasonable duties as assigned by the Dean or the Director of the Dean’s Office and Strategic Initiatives. - (Essential)

Preferred Experience & Additional Skills:

Minimum Experience and Training Requirements:  A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years' experience in business management, public administration or administrative services.

Physical Requirements:
Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/20 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects, depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Must be ambidextrous. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)