Administrative Assistant Sr

Meharry Medical College; Vaughan; On-site; CAD 89,000 - 115,000; Full time

Job summary

A prominent higher education institution seeks an Administrative Assistant Sr to support the Associate Dean and Course Coordinator for the Expanded Function Dental Assistant Program. Responsibilities include coordinating activities, managing schedules, and ensuring compliance with accreditation requirements. The role demands strong organizational skills, proficiency in Microsoft Office, and the ability to maintain confidentiality.

Qualifications

• Bachelor's Degree from an accredited institution with 2+ years experience required.
• Strong organizational and interpersonal skills essential.
• Proficiency in Microsoft Office Suite necessary.

Responsibilities

• Coordinate and manage activities related to the Associate Dean and Course Coordinator.
• Manage mobile unit calendar and assist in accreditation document preparation.
• Serve as liaison and assist with compliance-related tasks.

Skills

Organization

Communication

Customer Service

Data Analysis

Time Management

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

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The Administrative Assistant Senior will coordinate and manage activities as they relate to the Associate Dean of Community Based Collaboration and the Course Coordinator for the Expanded Function Dental Assistant Program in Restorative Dentistry, School of Dentistry to ensure a smooth efficient operation; works under general supervision and direction; performs office management duties; manages and coordinates the mobile unit calendar, collects and prepares data for analysis; assists in the preparation of documents related to accreditation and Board of Trustees meetings and other meetings as identified by the Associate Dean of Community Based Collaboration and Course Director for the Expanded Function Dental Assistant Program in Restorative Dentistry. Will perform administrative support duties as assigned.

Essential Functions (Duties And Responsibilities)

• Assists in answering the phone, scheduling appointments, coordinating meetings, interviews, compliance related events, scanning, copying, uploading/downloading documents, and other duties as may be assigned on occasion.Take and prepare meeting minutes for EFDA, Community Based Collaboration and school related committees
• Manages and updates the mobile unit calendar (including Shelbyville, digital dentistry, etc.), EFDA course schedule, and the community-based activity calendar.
• Assist in the monitoring and collection of documents from departments/units for compliance on mobile unit/Shelbyville Clinic
• Compile data from the mobile unit/Shelbyville Clinic and other community-based outreach projects and submit to Institutional Research for analyzing and use for grants and necessary recorded information.
• Assist in preparation of documents for dental school/college accreditation and Board of Trustees requirements for quarterly and annual meetings.
• Coordinate with marketing and the project coordinator (Dean’s office) to gather information needed for newsletters, social media, marketing and the website.
• Serve as liaison with other departments, faculty, staff, students and external organizations in responding to inquiries relating to policies, procedures and functions within Community-based collaboration, and EFDA.
• Compose, format and type correspondence using PC applications including the Microsoft suite, (Word, Excel, Paint, PowerPoint) and spreadsheets, tables, and graphs
• Maintain office filing system (digital and hardcopy), ensuring all documents are easily accessible and secure with appropriate system backups through appropriate coordination with OIT.
• Complete Travel Authorization and American Express Request for Disbursement (RFD) Reports for Community Based Collaboration, the EFDA program, and Shelbyville.
• Order supplies/equipment/services, prepares requisitions, obtains invoices from vendors and follows up regarding vendor payments on AxiUm, keeps up with the mobile unit work log book.
  
  

Knowledge, Skills And Abilities

• Ability to maintain confidentiality when dealing with sensitive documents and subject matter.
• Ability to provide good customer service and work effectively on team projects.
• Demonstrates interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Self-Starter with great organization and time management skills.
• Effective verbal and written communication skills.
• Ability to maintain filing and record keeping systems.
• Ability to plan, schedule and coordinate meetings.
• Knowledge of HIPAA compliance policies and procedures.
• Demonstrated knowledge of office procedures and advanced skills in Microsoft Word, Excel, PowerPoint, Publisher.
• Strong skills in creating tables, graphs, and editing. Knowledge and use of digital editing software platforms a plus.
• Detail oriented and pays close attention to detail.
• Ability to type 60 wpm or more.
• Knowledge of the Banner System a plus
• Knowledge of the dental field
  
  

Education And Experience

• A Bachelor Degree from an accredited College or University with a minimum of two (2) years of related experience is required.
  
  

Environmental Conditions and Physical Demands

• Manual and finger dexterity and eye-hand coordination.
• Involves standing walking, and sitting for long periods of time.
• Requires normal range of hearing and eye sight to record, prepare and communicate appropriate reports
• Work is performed in an clinical environment and involves frequent contact with providers and the public
• Involves possible exposure to hazardous material, infectious body fluids and airborne particles.
• Potential exposure to communicable diseases, viruses, and other common conditions.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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