Administrative Assistant - Dental

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The incumbent supports the daily operations of the department.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. High school diploma or equivalent AND two years additional training or related experience OR one year of secretarial training may substitute for experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate Degree in related field.

EXPERIENCE:

1. Two years in a higher education office support setting.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Maintains and monitors balances of various departmental funds and/or accounts to ensure the effective use of departmental resources.  Provides department chairperson with information regarding expenditures to ensure that finances are known and kept within budget.  In collaboration with Dean’s office, provides information and assists department chairperson as needed to manage and formulate departmental budgets.

2. Maintains non-clinical departmental inventory and processes supply orders as needed.

3. Manages department chairperson’s calendar and schedules including school related activities internal and external to the School.  Ensures department chair is provided with necessary materials and information in support of meetings.

4. Coordinates travel arrangements and itineraries adhering to School of Dentistry, WVU, WV policies, procedures, guidelines, and regulations. 

5. Creates, edits, and composes reports and correspondence of routine and non-routine nature while maintaining confidentiality when necessary and required.

6. Screens telephone calls, and routes calls to appropriate parties.  Executes judgment and knowledge to answer questions within area of knowledge.  Handles patient issues and complaints to resolution referring to other appropriate individual(s) as necessary.

7. Arranges, attends, and provides minutes for meetings as necessary.

8. Provides faculty support including, but not limited to, obtaining requested research materials, preparing presentation materials, providing guidance or direction to appropriate guidelines, policies, and procedures as necessary.

 9. Calculates statistics for departmental reports as needed.  These may include patient and/or teaching statistics.

10. Participates in monthly meetings as requested to share departmental updates and keep abreast of pertinent School updates.

11. Interacts with referring practitioners as needed.

12. Maintains record of student progress. Enters student grades into grading systems as necessary.

13. Maintains record of student remediation information.

14. Provides assistance to faculty to prepare teaching materials for lecture, labs, or clinics.

15. Picks up mail.  Reads, sorts and delivers mail as appropriate.

16. Provides support to search committees and/or other committees as assigned.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Manual dexterity used in operating standard office equipment.

2. Prolonged periods of sitting may be required.

3. Walking to various areas throughout departments or complex is necessary, often involving the use of stairs or elevators.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Position is located within a clinical environment.  However, position does not have direct patient contact other than to direct patients as necessary.

SKILLS AND ABILITIES:

1. Basic computer knowledge and ability to operate standard office software (Microsoft Office applications)

2. Excellent verbal and written communication skills

3. Knowledge of medical/dental terminology

4. Basic mathematical skills

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

892 WVUH WVU Dental Corporation

Address:

1 Medical Center DriveMorgantownWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.