Administrative Assistant II, Dental School, Dept. of General Dental Sciences

Marquette University Clg-Nurse; Wisconsin; On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

Dental plan

Vision plan

403(b) with up to 8% match

Generous time off

Tuition benefits for employees and/ or

dependents

Job summary

Marquette University is seeking an Administrative Assistant II for the Dental School, Dept. of General Dental Sciences.

The role provides comprehensive administrative support to the department chair, program directors, faculty, and staff, with a focus on calendar management, scheduling, and course material coordination. The position requires strong organizational and communication skills, plus proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent.
• Minimum of two years of experience in an office support role.
• Excellent organizational and customer service skills.
• Excellent written and verbal communication skills.
• Discretion, flexibility, and courteous demeanor.
• Ability to maintain confidentiality.
• Ability to work independently with little supervision and frequent interruptions.
• Computer proficiency with Microsoft Office Suite.

Responsibilities

• Manages the Chair’s calendar, travel, appointments, and meetings; drafts routine and confidential documents and reports.
• Manages faculty scheduling and clinic/Semester schedules; handles replacements.
• Maintains course documentation in D2L and shared folders; coordinates printing of course materials.
• Tracks student progress and clinical assessments; collects outcomes data.
• Keeps and tracks department finances including travel funds; manages and reconciles budgets.
• Coordinates calibration meetings and meetings with CODA; schedules and handles logistics.
• Supervises student workers supporting Simulation Lab activities and provides course support.
• Handles day-to-day office functions and onboarding of new faculty.
• Performs other duties to support the department.

Skills

Customer service

Organization

Communication

Discretion

Confidentiality

MS Office

Multitasking

Education

High school diploma

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Administrative Assistant II, Dental School, Dept. of General Dental Sciences

Position Title Administrative Assistant II, Dental School, Dept. of General Dental Sciences

State

State WI

Employment Status

Employment Status Full Time

Position Status

Position Status Regular

If Limited Term (End Date of Assignment, Project, or Grant)

Position Type

Position Type Staff

Job Family

Job Family Operations and Administrative Services

# Hours Per Week 37.5

Position Overview

Be The Difference Begins with Great People.

Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We’re always looking for highly talented individuals to join our team – people who think big, care deeply, and believe in being the difference in their work and community.

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.

We believe in our mission: The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others. These core values guide our relationships with our students, each other, and our community.

Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% university match, generous time off package, and tuition benefits for employees, spouses, and dependents with no payback requirement! For more information, please view our Total Rewards guide.

This is your next opportunity to join an organization that invests in their employees’ career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

The Administrative Assistant II, Dental School, Dept. of General Dental Sciences provides overall administrative support to the department chair, program directors, faculty and staff in the Department of General Dental Sciences.

Duties and Responsibilities

• Serves as administrative assistant to the Chair: manages the Chair’s calendar, travel, appointments, and meetings; prepares routine and confidential documents, correspondence, reports, and schedules; and serves as a primary point of contact between department leadership and faculty, students, and staff.
• Manages faculty scheduling, including semester commitment schedules and daily and weekly clinic and Simulation Lab schedules. Controls clinic assignment scheduling, including determining sick-call replacements, using a partially automated workflow. Makes day-to-day assignment and coverage decisions independently, applying pre-determined metrics and a hierarchy approved by the Chair. Records faculty absences and assists the Chair with placement of new faculty.
• Determines and maintains the structure for course documentation so that every course has a complete set of materials that can be used by someone assuming the course on short notice. Maintains course documentation in D2L, shared department folders, and manual file systems, coordinates printing of course materials with course directors, and provides administrative support for D2L, including training for faculty and staff.
• Maintains tracking of student progress and clinical assessments, including ACE (Accredited Competency Exam) recording and remediation tracking, essential competency forms to and from students, and class information. Develops and maintains spreadsheets and collects outcomes data to support department functions.
• Keeps and tracks department finances, including travel and meeting funds, through approval from and with oversight by the Chair. Tracks which faculty may use which funds each year to keep the system balanced within budget restrictions, and manages and reconciles faculty travel budgets.
• Coordinates faculty, group leader, and CODA (Commission on Dental Accreditation) mandated calibration meetings, including scheduling, materials, minutes, and logistics.
• Oversees, trains, and supervises student workers supporting Simulation Lab activities. Provides Simulation Lab course support as assigned, including grade entry in D2L, retention and labeling of practical exam materials, and assistance with the Capstone Examination and Manikin Mock Board Examination.
• Coordinates day-to-day office functions of the department, including mail, email, phone calls, visitors, and office keys; records faculty contact information and outside meeting requests; coordinates shared office calendars; and assists with onboarding of new faculty.
• Performs other duties and responsibilities as required, assigned, or requested in support of the Department of General Dental Sciences, and for other departments when needed.

Required Knowledge, Skills and Abilities

• High school diploma
• Minimum of two years of experience in an office support role.
• Excellent 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 frequent interruptions in a dynamic, fast-paced environment.
• Ability to multitask and prioritize daily workload.
• Computer competency with Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred Knowledge, Skills and Abilities

• Bachelor’s degree and supervisory experience.
• Team player willing to assist others when needed.

Benefits

• medical
• dental
• vision
• 403(b) with up to 8% university match
• generous time off package
• tuition benefits for employees, spouses, and dependents with no payback requirement!

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a high school diploma or equivalent?
  • Yes
  • No
• * How many years of experience do you have in this type of position?
  • 0-1
  • 1-3
  • 3-5
  • 5-7
  • 7+
• * How does your experience and background make you a good fit for this position?

  (Open Ended Question)