Senior Administrative Support Specialist - Dental Hygiene

University of Oklahoma; Oklahoma City (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player seeks a dedicated administrative support professional to join their dynamic team. In this role, you will be responsible for a variety of essential tasks, including managing office files, preparing reports, and assisting faculty with course materials. Your exceptional organizational skills and attention to detail will ensure smooth operations within the College of Dentistry Dental Hygiene program. This position offers a unique opportunity to contribute to an inclusive culture that values respect and collaboration, making a meaningful impact on the educational experience of students and faculty alike. If you thrive in a fast-paced environment and enjoy multitasking, this is the perfect opportunity for you.

Qualifications

• 24 months of office or administrative experience required.
• Must have a High School Diploma or GED.

Responsibilities

• Maintains office files and serves as initial contact for visitors.
• Prepares reports, schedules, and assists faculty with Canvas.
• Processes travel expenses and manages office supplies.

Skills

Office Procedures

Customer Service

Microsoft Office Suite

Interpersonal Skills

Detail Oriented

Multitasking

Verbal Communication

Written Communication

Education

High School Diploma or GED

Job description

Under general supervision, performs administrative support-oriented job duties, to include but not limited to resolving routine questions and problems, filing maintenance, scheduling appointments, reception, inventory management, typing, report preparation, and correspondence for the College of Dentistry Dental Hygiene program.

Duties:

• Maintains office files that may be of a confidential nature.
• Serves as initial contact for visitors to the office, fields questions and directs visitors to the correct individual.
• Prepares reports, academic calendars, course schedules and final exam schedules.
• Uploads grades and maintains gradebooks in Canvas.
• Assists faculty with navigating Canvas and assists with course materials.
• Performs account reconciliations as needed to assist Accounting with expense tracking.
• Processes faculty travel expenses and reimbursements in Concur, processes invoices, Insight tickets, and service unit requests for the program.
• Assists with travel arrangements.
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Reserves rooms and acts as a proctor for scheduled remediation exams.
• Receives incoming calls for office personnel and refers to appropriate person.
• Records messages or responds to caller with routine information.
• Provides information regarding location or availability of materials, resources, and services.
• Monitors and orders supplies for the office and completes requisitions.
• Responsible for preparing correspondence.
• Reviews and responds to routine correspondence for the office personnel.
• Prepares various reports and makes copies and assembles materials.
• May act as the payroll coordinator for the department.
• Opens, routes, and prepares incoming and outgoing mail.
• Plans and organizes meetings and programs. Schedules rooms, prepares documents, tracks attendees, orders food, records and prepares minutes for the following meetings: SADHA (Student American Dental Hygiene Association), Dental Hygiene Program Admissions Committee, DH Advisory Committee, DH Faculty Kick-Off meetings, weekly faculty calibration meetings, and quarterly Periodic Assessment Committee (PAC) meetings.
• Under general supervision, assists the student program coordinator with preparation of admissions meeting materials, email and telephone communication, set-up and tear-down of meeting equipment at events such as student recruitment, student orientations, white coat ceremony and graduation ceremony.
• Under general supervision, assists the student program coordinator in processing application materials during busy periods of the annual admissions cycle for the program.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required education: High School Diploma or GED, AND:

• 24 months office, clerical, or administrative experience.

Skills:

• Working knowledge of office procedures.
• General office and customer service skills.
• Working knowledge of Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to work independently and as a team player.
• Ability to complete tasks in an efficient and timely manner.
• Must be detail oriented for accuracy of data and information.
• Ability to multitask, be organized, and self-motivated.
• Ability to work in stressful situations.
• Ability to communicate verbally and in writing.

Working Conditions:

• Physical:
  • Sitting for prolonged periods.
  • Communicating and listening effectively.
  • Engaging in repetitive motions.
  • Using a computer and telephone.
  • Standing, stooping, bending, and reaching.
• Environmental:
  • Office work environment.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.