Office Associate, Clinical, Dental School

Posting Details

Position Information

Posting Number 201104024 Position Title Office Associate, Clinical, Dental School State WI Employment Status Full Time Position Status Regular If Limited Term (End Date of Assignment, Project, or Grant) Position Type Staff Job Family Operations and Administrative Services Position Overview

Provide overall clerical/office support to the Department of Community Dental Sciences, the Offices of Clinical Services and other Department Administrators as well as manage student schedules and records; assist faculty and patients in the School of Dentistry.

Duties and Responsibilities

1.Provide clerical support to the Department of Community Dental Sciences and the Offices of Clinical Services; including word processing, correspondence, filing, photocopying, distributing memos/documents, collecting and distributing departmental mail.

2.Provide direct support for the Chair, Dept. of Community Dental Sciences and the Manager, Community Dental Sciences.

3.Provide direct support for the Assoc. Dean of Clinical Affairs and Patient Care, the QI/QA Coordinator, the Director of Patient Access & Central Services, and the Manager, Clinic Operations. 4. Track service points, block rotation switches, absences, medical consultations and immunizations for all dental students.

5.Update and maintain the internal phone lists, student class lists, and contact information for affiliated external clinics.

6.Assist the QI/QA Coordinator by maintaining compliance requirements for employees, residents and students.

7.Coordinate student volunteers for open clinics during school closures.

8.Respond to telephone and in-person requests from faculty, staff, students, patients and visitors. Refer callers to appropriate departments as necessary, respond to patient concerns and assist to facilitate a timely resolution.

9.Order departmental supplies using MU Dental Store Procedures.

10. Schedule meetings and make room arrangements.

11. Schedule and track CPR re-certification, TB testing and Flu Clinic for clinic faculty, staff, students and residents.

12. Maintain student and employee databases. Work with external credentialing agencies to monitor and maintain compliance.

13. Maintain records of student clinical activities at affiliated external clinics including compliance, performance, professionalism, and risk management.

14. Assist in finalizing and processing legal requests.

15. Perform other duties and responsibilities as required, assigned, or requested by the Dept. of Community Dental Sciences and the Offices of Clinical Services.

Required Knowledge, Skills and Abilities

• High School education.

• Two years proven experience as an executive administrative assistant, senior executive assistance or in another office administrative role

• Good organizational and customer service skills.

• Excellent written and verbal communication skills.

• Discretion, flexibility, and courteous demeanor

• Ability to maintain confidentiality.

• Ability to work and communicate with people from a diverse population.

• Ability to work independently with little supervision and constant interruptions in an environment that can be stressful at times.

• Ability to multitask and prioritize daily workload.

• Computer competency with word processing and spreadsheet applications required.

Preferred Knowledge, Skills and Abilities

Two years proven experience as an executive administrative assistant, senior executive assistance or in another office administrative role.

Department Dental School Posting Date Closing Date Special Instructions to Applicants EOE Statement

It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.

Required Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have a high school diploma or equivalent?

• Yes

• No

• What is your required hourly rate?

(Open Ended Question)

• Do you have at least two years of related experience?

• Yes

• No