Division Administrative Support, Oral and Maxillofacial Surgery

The Division Administrative Support professional in the Division of Oral and Maxillofacial Surgery (OMS) is a member of the administrative team supporting the Department of Developmental and Surgical Sciences at the University of Minnesota School of Dentistry. Our department consists of five academic divisions housing the graduate programs and clinics of Oral and Maxillofacial Surgery, Hospital and Special Care Dentistry, Orthodontics, Pediatric Dentistry, and Periodontology. This individual is the central contact for students, residents, faculty, adjunct faculty and the public seeking information about the Division. The successful candidate will be reliable and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, must have outstanding communication skills, attention to detail, and the ability to multitask.

This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home and/or on-campus work dependent upon individual performance and organizational need. The general schedule is 8:00 AM - 4:30 PM. Occasional work outside those hours may be required to accommodate departmental activities needing administrative assistance (hours will be flexed in those situations). This position will be cross-trained with other Division support professionals to provide consistent support across the Department as needed.

Hourly Rate = $22.71 - $34.08 depending on experience

POSITION RESPONSIBILITIES

Division Administrative Support (75%)

* Utilize independent judgment and knowledge to respond to a wide variety of inquiries from OMS faculty and staff, but not limited to, general office protocol and Departmental/University services and policies

* Manage complex electronic calendars to include scheduling appointments and planning and coordinating meetings

* Maintain faculty CV's and WORKS data, and act as liaison for faculty with other departments and collaborators

* Compose/draft and or prepare business correspondence, memoranda, forms, spreadsheets; file faculty documentation

* Assist with meeting/conference registration, travel arrangements and forms, and process reimbursements

* Prepare presentation materials and edit documents for grammar, punctuation and style

* Perform literature searches as requested; submit manuscripts on behalf of faculty

* Support assigned Division and committee meetings, including preparing and distributing agendas/minutes

* 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

Other Responsibilities (15%):

* Organize, purchase and maintain course materials, including but not limited to preparing, revising, and updating materials for labs, clinics, or courses. Create, update and maintain course websites (Canvas)

* Coordinate divisional student awards, update hallway award signage, pictures of graduating classes and resident cohorts

* Keep divisional office clean and organize and help maintain and update divisional website

* Organize externship and observership coordination

* 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 and Examsoft using provided quiz creation applications

* Assist with preparing student exams, set up of gradebooks and rubrics in Canvas

* Enter grades in Canvas and submit final grades to registrar

* 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.

* Reconcile transactions on faculty PCards as needed and pay invoices or recurring services

* Create faculty travel & expense reimbursement reports and/or assist and train faculty in ChromeRiver

* Onboard new faculty and adjunct faculty

* Other duties as assigned

Event Coordination (10%):

* Responsible for all logistical planning related to guest speakers, group meetings, seminars, and conferences, including collateral organization and development, communications, space planning, budget development and monitoring, reservations, contracts for travel or catering, refreshments, and A/V setup and support

* Coordinate logistics for travel and presentations of guest speakers

* Work closely with faculty and department planners to organize agendas for guest speaker visits across departments

* Negotiate vendor agreements, contracts and permits for events

REQUIRED QUALIFICATIONS:

* High School Diploma/GED and four years related office and administrative experience is required.

* Training/education may be substituted for some of the years of experience

* Demonstrated ability to maintain established work standards and procedures, as well as adapt easily to procedural changes

* Uses informed judgment to autonomously resolve problems and address questions from students and faculty.

* Demonstrated experience in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar

* Ability to take initiative, successfully problem-solve and is capable of working independently

* Must be able to work through interruptions and remain organized. Shows initiative and is able to meet deadlines

* Ability to remain calm in stressful or difficult situations

* Understands FERPA and guidelines regarding appropriate release of student information

PREFERRED QUALIFICATIONS:

* BA/BS degree

* Experience/working knowledge of University of Minnesota Enterprise Financial System (EFS/PeopleSoft), UMReports

* Experience with financial processing including, purchasing card reconciliation, purchase orders and reimbursement

* Experience working in a higher education research environment; familiarity with University of Minnesota policies and procedures

* Project management skills to orchestrate coursework materials with instructors

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.

We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists. We offer advanced degree programs in seven ADA-recognized specialties: endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain. We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students. Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.

We are the only dental hygiene program in the state associated with a dental school. Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.

We became the first dental school in the nation to educate dental therapists in 2009. Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.

Our work affects virtually every person in Minnesota. We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.

The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace. Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.

For more information, please visit our website, dentistry.umn.edu

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).