Administrative Assistant, Endodontics

Indiana University; Indianapolis (IN); On-site; USD 30,000 - 32,000; Full time

Benefits offered by this job

Comprehensive medical and dental保险

Health savings account

Flexible spending accounts

Life insurance

Paid holidays and leave

Job summary

Indiana University in Indianapolis is seeking an Administrative Assistant for Endodontics to support both the predoctoral and graduate residency programs. The role coordinates departmental operations, financial and procurement activities, and faculty support, while managing calendars, travel, and exam logistics in a fast-paced academic environment.

Role requires a high school diploma and 4 years of relevant experience, with strong organizational, communication, and confidentiality skills.

Qualifications

• High school diploma or equivalent required.
• 4 years of relevant experience required.
• Excellent organizational skills and ability to handle confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team-building skills.
• Demonstrates sound judgment and decision making; effective conflict management.

Responsibilities

• Provides comprehensive administrative support for the Endodontics department in both predoctoral and graduate residency programs.
• Coordinates departmental operations, financial and procurement activities, faculty support, exam administration, scheduling, and leadership support.
• Manages complex calendars, travel arrangements, and meeting logistics; supports annual reviews.
• Maintains faculty records and guides administrative processes and academic procedures.
• Supports department leadership and ensures efficient day-to-day operations, including exams and Zoom/hybrid meetings.

Skills

Organizational skills

Confidentiality

Verbal communication

Collaboration

Judgment & decision making

Conflict management

Education

High school diploma or equivalent

4 years relevant experience

Job description

DENTISTRY-ENDODONTICS (IN-DSEN-IUINA)

The Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we've become a national leader in preparing oral health professionals, conducting innovative research that has an impact on patients and the profession, and providing patient-centered care.

The mission of the Department of Endodontics is to provide education and conduct research in the biology of the dental pulp and the diagnosis, prevention, and treatment of diseases and injuries of the pulp and associated periradicular tissues. Patients in the Graduate Endodontics Clinic are treated by residents (licensed dentists who are receiving specialty training in endodontics).

The Administrative Assistant for Endodontics provides comprehensive administrative support for both the predoctoral and graduate residency programs. This role coordinates departmental operations, financial and procurement activities, faculty support, exam administration, scheduling, and leadership support to ensure the efficient day-to-day functioning of the department. The responsibilities of the Administrative Assistant for Endodontics support the full scope of Endodontics departmental operations, including both the predoctoral program and the graduate residency program.

Department-Specific Responsibilities

• Serves as the primary point of contact for departmental operations, in a fast-paced academic environment.
• Reconciles departmental accounts and monthly financial transactions to ensure accuracy and compliance with university policies. Acts a key member of department procurement process.
• Coordinates faculty and leadership travel arrangements, travel authorizations, and reimbursement processes.
• Develops departmental procedures to improve patient and customer service.
• Coordinates the creation, configuration, and administration of exams and quizzes using ExamSoft. Tracks exam schedules and publishes assessments according to established timelines.
• Maintains faculty records and provides guidance regarding administrative procedures and academic processes.
• Provides direct administrative support to department leadership.
• Manages complex calendars, schedules meetings, coordinates Zoom and hybrid meeting logistics, and oversees annual review scheduling.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manages executive’s calendar, meetings, travel, correspondence, and budget.
• Acts as an informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 4 years of relevant experience.

Skills

Required

• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team building skills.
• Demonstrates excellent judgment and decision making skills.
• Effective conflict management skills.

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

IU School of Dentistry

Indianapolis, Indiana

This is an in-person position.

$22.00 - 23.50 per hour based on experience and internal equity.

8:00 a.m. to 5:00 p.m. Monday through Friday.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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