Division Admin - Periodontology

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 responsibilities 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 tasks and working independently and as part of a team.

4.Experience working with confidential data (health records, financial data, etc.).

5.Ability to work with and adapt to new technologies and processes without significant direction. About the Department

About the Department

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

Benefits

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.

How To Apply

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.

Diversity

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

Employment Requirements

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.

About the U of M

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).