Department Assistant 3

https:/www.scheurer.org/careers/; Ohio; On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Department Assistant to provide high-level administrative support in a dynamic environment. This role is essential for the smooth operation of the School of Dental Medicine, where you will assist faculty and students, manage communications, and coordinate departmental functions. Your strong organizational skills and attention to detail will be crucial as you handle diverse responsibilities, including scheduling, record maintenance, and event planning. Join a collaborative team dedicated to excellence in education and patient care, where your contributions will make a significant impact on the daily operations of a leading dental institution.

Qualifications

• 5 years of related administrative experience required.
• Strong organizational skills and ability to prioritize tasks.

Responsibilities

• Support the Chair and faculty in daily operations of the department.
• Coordinate meetings, maintain schedules, and handle correspondence.

Skills

Organizational Skills

Communication Skills

Basic Accounting Skills

Multi-tasking Ability

MS Office Proficiency

Knowledge in Dental Field

Education

High School Education

Tools

MS Office

Photoshop

PowerPoint

Excel

Job description

POSITION OBJECTIVE

Working under general direction, the Department Assistant 3 will directly support the Chair and faculty in the School of Dental Medicine Department of Comprehensive Care, including the Director of Clinical Operations. This position will face diverse issues with faculty, staff, students, patients and vendors, and will assist in finding solutions or direct people to the appropriate department. The ability to multi-task and pay close attention to detail will be essential to the efficient and effective operation of the department.

The department assistant plays a crucial role in supporting over 60 faculty members and approximately 320 DMD students. This position ensures the smooth operation of daily activities by providing high-level administrative support, managing multiple responsibilities, and coordinating essential departmental functions. Key duties include supporting the AEGD Graduate Residency program, handling correspondence, maintaining records, organizing meetings, and facilitating communication. Strong organizational skills and attention to detail are essential for success in this role.

ESSENTIAL FUNCTIONS

Has overall responsibility for smooth functioning of the department. Serve as the department's administrative contact. Facilitate communications between the department and other administrative sections of the dental school and Case Western Reserve University. Distribute/disseminate information to staff within the administrative and clinical areas of department, coordinate workflow between departments as needed. Organize, plan meetings and departmental agenda and take minutes of meetings. Monitor and update faculty clinic and pre-clinic course schedules and clinical schedules, oversee the timely submission of vacation/absence documentation for all faculty, staff, and students in the department and coordinate clinical coverage as appropriate. (25%)
Prepare educational material for department faculty including but not limited to handouts, syllabi, manuals, exams, grades, recommendation letters, reports and surveys. Assist with the proctoring of exams, turn in examinations to the office of student services for grading and the return of graded exams to the chair or faculty for review. Assign and schedule faculty for student competencies. (10%)
Plan and execute special occasion functions, assist the department chair with developing department training programs, including selecting venues, food, entertainment, coordinating speakers and guests, including arrangement of itinerary and accommodations for special guests, visiting lecturers and dept. personnel. Secure lecture rooms and necessary audio/visual equipment for courses and guest lectures. (15%)
Provide direction to the clerk 3 in oversight of the pre-clinical inventory of supplies, including CAD/CAM and 3D printing supplies. Track, order and distribute implants and parts for clinical activities. Oversee shipping and receiving of student lab cases for processing to the various labs, monitor lab bills to prevent overcharges and submit any discrepancies to finance. (15%)
Coordinate the department purchasing and accounts payable transactions, including but not limited to p-card purchases and online purchasing requests. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal university departments, responsible for the department procurement card and monthly verification of charges. Monthly reports must be created and submitted to the dental school's p-card administrator with original receipts attached, on a timely basis. Secure supervisor signature as approval to order products. (12%)
Maintain confidential records, work with the finance office regarding personnel matters and prepare appropriate paperwork, position descriptions, appointment letters and United States Citizenship and Immigration Services (USCIS) forms. Initialize the paperwork for visa extensions or applications. (6%)
Coordinate faculty searches, including posting positions on various journals and websites, follow all faculty diversity and university hiring protocols and complete appropriate forms. Track applications, compose and send out rejection letters, arrange for interviews and set up the recruit's itinerary including travel arrangements, hotel accommodations, seminar presentations, room reservations and schedule individual interviews with the recruit and various faculty at Case Western Reserve University. Assist with the coordination of new faculty hiring, faculty promotion and tenure process materials. Provide administrative support for the overall management of various faculty matters, by following guidelines in the dental school bylaws, the Faculty Handbook, and by collaborating with the Faculty Academic Status Committee and dean's office. Ensure all documents are proofread, accurate and complete in each review packet. (6%)
Coordinate maintenance of facilities within the department and maintain service contracts for equipment and schedule repairs. (6%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with faculty, pre-doctoral students and staff in order to facilitate patient care.

University: Occasional contact with the Office of Immigration and Human Resources Services and Office of Research Compliance. Frequent contact with Purchasing, Accounts Payable and Legal in order to facilitate the exchange of information regarding patient care.

External: Occasional contact with lecturers, vendors and patients for training purposes and patient care.

Students: Daily contact with students to facilitate patient care.

SUPERVISORY RESPONSIBILITY

Direct supervision of one full time Clerk 3 and student employees.

QUALIFICATIONS

Experience: 5 years of related administrative experience required.

Education: High school education required.

REQUIRED SKILLS

Must have strong organizational skills.
Basic accounting skills required to perform financial duties.
Must be able to work in a fast paced, busy office environment with a diverse group of people.
Must be able to prioritize and have the ability to handle multi-tasking.
Ability to work independently, often under deadline pressure.
Excellent communication skills both oral and written.
Experience with MS Office, Photoshop, scanning, PowerPoint, Excel and e-mail.
Ability to utilize library resources to locate research materials.
Some knowledge in the dental field.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office setting. The employee will perform repetitive motion using a computer mouse and keyboard to type.