Administrative Assistant Senior - School of Dentistry

The School of Dentistry at West Virginia University is currently accepting applications for a Senior Administrative Assistant.

About the Opportunity

The primary responsibility of the position is to assist the Dean, of the School of Dentistry will all administrative matters. Incumbent regularly generates correspondence to Vice President of the Health Sciences Center, Associate and Assistant Deans of the School of Dentistry, and Department Chairpersons regarding applicable School of Dentistry and Board of Trustees Policies and Procedure. Position has operational responsibility for the administrative office of the Dean. Plans and coordinates special events.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
* 37.5-hour work week
* 13 paid holidays (staff holiday calendar)
* 24 annual leave (vacation) days per year (employee leave)
* 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
* WVU offers a range of health insurance and other benefits
* 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
* Wellness programs

What You'll Do

Assists the School of Dentistry Dean with all administrative matters, exercising sound judgment and possessing knowledge of matters involving the School and/or the Dean. Maintains a level of awareness and preparedness to respond to activities and changes within the organization. Maintains awareness of current issues affecting the organization and keeps the Dean abreast of these issues. Specific components of this responsibility include the following:

• Maintaining an awareness of all pending matters in which the Dean is involved. Ascertains status of pending matters and whether action needs to be taken, providing regular updates and reminders to the Dean.
• Becoming highly knowledgeable of established policies. Responds to questions on behalf of the Dean on matters of established policy and procedures.
• Determining priorities of own workload and on issues in which the Dean is involved to assure prompt attention to critical issues.
• Assisting the Dean with meeting deadlines. Maintains a tracking system of all matters involving the Dean and monitors for status of ongoing issues; works with other administrators, Dean, assistant and associate deans and their staff to assure appropriate action has been executed on particular requests or issues from the Dean; assists in determining priorities; gathers and prepares any necessary supporting information and /or documentation.
• Maintaining schedules and calendar for the Dean --this task involves direct communication with executives, board members, chairpersons, faculty, students, patients, and outside professionals. Assures that the Dean has informal time to prepare for meetings; coordinates meeting logistics among those attending including preparing any necessary supporting information and/or documentation; arranges for any special equipment and/or other needs; attends meetings and synthesizes abstract ideas presented into complete, well-structure narratives; coordinates any necessary travel and/or lodging arrangements and manages the associated travel reimbursement process.
• Receiving and reviewing all mail for the Dean. Uses independent judgment to route information to others, suggesting responses to the Dean for appropriate action; maintains the confidentiality of information.
• Preparing correspondence for the signature of the Dean, some without supervision. Independently prepares memos to University administration, deans, associate and assistant deans, chairpersons and faculty regarding procedural matters, requests for information, deadlines, etc.; prepares letters of response to other institutions, organizations, agencies, national accrediting organizations, and special societies.
• Collecting materials and preparing special reports, as requested by Vice President and/or Dean for the President, Board of Trustees, state legislature and/or others.
• Following up on pending matters involving the Dean, by calling these to his/her attention. Assists by gathering and preparing any supporting information or documentation needed by the Dean.
• Receiving and diplomatically handling all calls and visits from administrators, faculty, students, patients, and referring physicians/dentists, parents, national specialty societies, organizations, representatives of news media, members of the Board of Trustees, legislators, Congressmen and other national and state dignitaries; determines priority of calls or visits if referring on to be addressed by the Dean.

Manages Human Resources related processes associated with maintaining School of Dentistry or School of Dentistry related WVU and/or UHA employee database(s) for faculty and staff; facilitates faculty search, selection, and/or change in status activities; prepares HR and/or payroll documentation and/or submits other related information; recognizes employment related problems and communicates with appropriate administrators to resolve same; manages and/or supervises other staff in the management of WVU leave reporting systems.

Oversees the operation of the Dean's office including:

• Supervising Administrative Assistant, Dean's Office
• Maintaining confidentiality with respect to all activities
• Maintaining and/or supervising the maintenance of the filing system
• Preparing office related policy and/or procedure manuals

Coordinates special projects and/or special events, e.g., accreditation activities, faculty recruitment, faculty evaluations, promotion and tenure, receptions, dinners, luncheons, seminars and/or other special meetings. Related responsibilities include:

• Collecting materials and/or preparing special reports and/or other documentation
• Budgeting for the project/event
• Making room arrangements, arranging for audio-visual needs, selecting sites and menus, and preparing seating charts
• Arranging lodging and/or transportation for large groups
• Publicizing event
• Production of program announcements, invitations and/or printed materials related to event
• Selecting recognition gifts and plaques, determining appropriate wording\

Provides functional guidance to departmental secretaries who perform routine clerical duties for the School of Dentistry.

Pay Grade: 17

• Bachelor's degree or equivalent experience
• A minimum of two (2) years of experience in the following:
  • High-level, executive office experience
  • High-level office experience in higher education
  • Various PC related experience
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• In-depth knowledge of School of Dentistry policies and procedures
• Demonstrated excellent oral and written communication skills
• Ability to communicate effectively in controversial situations
• Demonstrated ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations
• Demonstrated ability to plan, organize, and set priorities regarding work to be accomplished
• Demonstrated ability to multi-task effectively
• Demonstrated ability to develop and maintain positive and productive working relationships
• Demonstrated ability to reason logically and analyze and solve problems
• Demonstrated ability to maintain proper unit attendance and punctuality standards
• Demonstrated advanced skills in the operation and use of various software programs associated with a PC
• Ability to carry out assignments without detailed instructions
• Demonstrated ability to speak in public before groups and/or on working committees to articulate the activities of the School.
• Demonstrated knowledge of social protocol
• Ability to understand and carry out basic accounting functions
• Experience working with diverse groups
  

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.