Office Associate, School Of Dentistry

Posting Details

Position Information

Posting Number 201103999 Position Title Office Associate, School of Dentistry 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 administrative support to Graduate Studies and the Department of Developmental Sciences within the School of Dentistry, including assisting with academic course management, clinic scheduling, and program coordination.

Duties and Responsibilities

Graduate Studies duties:

1.Maintain official student records in both hard copy and electronic formats.

2.Administer course scheduling including updates and room scheduling in coordination and collaboration with specific residency directors. Build courses for grad programs (summer, fall, spring terms). Assign Course Directors for all core curricula courses and manage grade submission.

3.Interface with Office of the Registrar on all resident registration matters. Utilize Checkmarq to perform registration and grade audits each term. Coordinate with Program Directors to ensure CODA annual reports are completed and filed appropriately.

4.Oversee Orientation Program schedule, recruit speakers. Conduct pre-graduation audits of all residents completing programs. Coordinate with Department Chairs and individual Program Directors each term. Schedule Director of Graduate Studies, Chair and Grad Program Director meetings (monthly) and record minutes.

5.Address resident complaints/concerns regarding course registration issues. Manage international student visa issues with other University offices.

6.Maintain MS program manual, research protocol forms, advising sheet, etc. Review annually for updates.

7.Prepares statistical reports in accordance with applicable institutional policies and laws; reviews and recommends record management and other academic processing procedures.

8.Provide training and support for Program Directors and program staff related to graduate school requirements and student forms.

Department of Developmental Sciences duties:

1.Assist faculty with all aspects of academic course management, including, but not limited to, proctoring and electronic grading of tests/exams, grade recording in D2L and CheckMarq, and perform other course-related coordination tasks.

2.Document management (word processing, photocopying, scanning, distributing) for academic courses and departmental activities.

3.Provide departmental support for the management of faculty.

4.Perform other duties and responsibilities as required, assigned, or requested.

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

• Bachelor degree

• Previous experience in higher education administrative operations

• High proficiency in Microsoft Office applications

Department Dental School Posting Date 04/01/2024 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

• References

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have a high school diploma or equivalent?

• Yes

• No

• Do you have at least two years of experience in providing office and administrative support?

• Yes

• No

• What is your required hourly rate?

(Open Ended Question)