Duties and Responsibilities: 

Diversity is a core value at University of Minnesota School of Dentistry.  We are passionate about building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty. 

The School of Dentistry Restorative Sciences Department consists of four academic divisions, two graduate programs, two clinics, the Pre-clinic, and the Minnesota Dental Research Center for Biomaterials and Biomechanics (MDRCBB).  This position is a vital part of the Division of Endodontics and will support the priorities of the Division, its Director and faculty.  The Division Administrative Specialist is also the central contact for a diverse group of students, residents, faculty, adjunct faculty and the public seeking information about the Division of Endodontics. They are responsible for maintaining Division email, calendar, assisting Division faculty/adjunct faculty, managing financial processes, organizing division/clinic meetings and events, supporting courses, and coordinating clinic schedules. The Division Support position organizes and maintains data within the Division and must feel comfortable with new and changing technologies. This position will be cross-trained with other Division and Program Support Administrative Assistants in Restorative Sciences to provide consistent support across the Department in staffing absences. The person in this role fosters an engaging and professional environment committed to respect, inclusivity, continuous improvement, and teamwork.

The School of Dentistry and 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.

Salary Range: $18.67 - $28.45

POSITION RESPONSIBILITIES

Administrative Support (40%)

• Provides support to Division and/or MDRCBB Director, and full-time and adjunct faculty, including:
  • Email communications, scheduling meetings, conference room scheduling, processing mail, conference registrations and travel arrangements, division and/or MDRCBB calendar and faculty schedules, producing reports, parking key card organization for part-time faculty and other administrative requests as needed.
• Acts as the first point of contact for the Division office. Triages requests. Responsible for quality of initial contacts in office. Ensures a welcoming environment and exemplary customer service for students, scholars, residents, faculty and staff by fielding and responding to inquiries by phone, in-person, or by email.
• Provides support for personnel searches, including part-time, adjunct and visiting faculty; assist with HR/onboarding process; manage international processes for incoming scholars; maintain faculty files.
• Schedules, reserves rooms, prepares agendas, and takes minutes at Division, MDRCBB meetings and plans events as needed.
• Uses informed judgment to autonomously resolve problems and address questions in a fast-paced and high-traffic environment.
• Coordinates Center and Lab schedule. This includes coordinating recording/tracking of faculty attendance/vacation, and making arrangements in times of need (e.g. absence).
• Maintains 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.
• Independently establishes priorities based on the cycles of the academic year to ensure that deadlines are met.
• Contacts Facilities Management when necessary; maintain clean and orderly office space.
• Organizes and orders faculty supplies: includes lab coat ordering, drop-off and pick-up and related.
• Other duties as assigned.

Accounting/Budget/Finance (20%)

• Act as Division financial preparer by ordering lab and office supplies and equipment via purchases orders, UMarket, and University Purchasing Card in accordance with University policy. When PCard purchases are required, process timely PCard reconciliation.
• Prepare requisitions and purchase orders. Responsibilities in EFS may include but are not limited to prepare requisitions and purchase orders for office supplies, lab supplies, chemicals and standard services. 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.
• Prepare Division monthly budget status reports for Division Director using UM Reports.
• Create faculty travel & expense reimbursements and/or assist and train faculty in ChromeRiver.
• Other duties as assigned.

International Scholar and Visitor Support (15%)

• Manages the scholar and visitor onboarding and offboarding process in collaboration with ISSS and HR.
• Interfaces with ISSS, the University International Center and other offices as needed for support with visas, language proficiency interviews, housing and other documents/processes needed for arrival in the US. 
• Assist with obtaining and collecting UMN and SOD-internal access, including UCards, email accounts, room keys, and AHC computer access.

Course Support (15%):

• Organize, purchase and maintain course materials, including but not limited to creating, preparing, revising, and updating materials for Division courses.
• Provides support for didactic courses in all instruction methods; including online and hybrid courses:
  • Coordinates coursework through the learning management system, Canvas, with current course syllabi, including using Canvas to update and maintain course websites.
  • Organizes laboratory assignments, quizzes, collecting/organizing portfolio submissions.
  • Edits, reviews and enters grades for exams in assessment software.
  • Enters grades and assists with set up of gradebooks and rubrics.
  • Develops professional figures, tables, models, graphs, charts, spreadsheets for insertion into courses.
  • Assists with production of pre-doctoral syllabi.
• Helps faculty host live lectures for online classes as needed. This includes inviting students and any guest lecturers, recording the lecture, and embedding videos in learning management system.
• Arranges test accommodations for students.
• Prepares and organizes course materials, physical or online.
• Other duties as assigned.

General Support and Professional Development (10%)

• Provide backup support for division administrative staff absences. This position will be cross-trained and able to fill-in and provide support during vacations, sick-times, FMLA, and other absences so that business will continue as usual in critical areas.
• Ensures welcoming environment and exemplary customer service for students, staff, and faculty. Maintains a clean, organized and orderly work environment.

• Ensure optimal service levels for assigned programs or projects.
• Remain current and participate in continuing education, including Academic Health Technology, and training opportunities related to University policy and best practices.
• Participate in department, college, and University events, meetings, projects and initiatives.
• Other duties as assigned.

This position has budget approval for a starting rate of $18.67-25.12 an hour depending on qualifications and experience.

The University of Minnesota offers a comprehensive benefits package including:

• Competitive wages, paid holidays, vacation and sick leave
• Low cost medical, dental, and pharmacy plans
• Health care and dependent daycare flexible spending accounts
• Excellent retirement plans with employer match
• Disability and employer paid life insurance
• Wellbeing program with reduced insurance premiums
• Tuition reimbursement opportunities covering 75%-100% of eligible tuition
• Student loan forgiveness opportunity
• Opportunities for growth and promotion
• Employee Assistance Program

For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2018_tcd-cslr-75100-ben-0105-7.pdf