Administrative Assistant - School of Dentistry/Clinical Education and Patient Care

The School of Dentistry at West Virginia University is currently accepting applications for an Administrative Assistant with Clinical Education and Patient Care

About the Opportunity

Incumbent assists the Associate Dean for Clinical Education and Patient Care with all administrative matters. Incumbent also provides administrative support to the Coordinator, Predoctoral Clinical Education and the Team Leader Program.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Manages the operational activities of the Office of the Associate Dean for Clinical Education and Patient Care. Receives and diplomatically manages inquiries from various internal levels, as well as representatives from other organizations, patients, dentists/physicians, residents, students, referring dentists/physicians, news media, etc. This includes independently responding to problems and/or questions, involving the Associate Dean when necessary. Counsel students relative to confidential issues on behalf of the Associate Dean. Determines priority of inquiries and whether the Associate Dean should address matters personally.
• Plans, manages and/or assists in the development and/or management of programs, policies, projects, seminars, events, or courses.
  
  
  
  • Independently counseling approximately 100 clinical students on issues related to adherence to the attendance policy.
  • Managing rotations related to the Introduction to Patient Care course. Assures that approximately 50 students receive experience within 11 different rotation areas in preparation for transition to clinical phase of their training.
  • Managing the Clinic Orientation process and the compilation of the Clinic Manual. Identifies topics for inclusion in the clinic orientation program. Identifies program speakers. Develops program agenda and makes all logistical arrangements in support of the program. Coordinates the regular revision of the Clinic Manual. Ensures that all associated deadlines are met.
  • Participating in the management of the patient assignment, patient management, and quality assurance activities of the student clinics. Manages the patient record audit process as directed. Enters data; generates, reviews, and distributes reports using Axium, Crystal Reports, and/or Excel. Conducts, distributes, collects, and compiles information for patient services surveys.
  • Assists the Office of Clinic Administration with numerous special projects and/or programs including, but not limited to, the board examination process, special screening projects, student/faculty seminars, arrangements for health fairs, etc. Coordinates a plan for completing projects and maintains responsibility for monitoring
    project completion.
  • Providing administrative support to the Team Leader Program and other patient care activities as directed. Manages communications to and/or from the Team Leader Program. Coordinates meetings, assembles materials, prepares agendas, attends meetings, composes minutes for distribution to attendees.
  
  
  
  
• Independently manages correspondence within the Office of the Associate Dean and determining when it is necessary to involve the Associate Dean. Independently prepares memos to various faculty/students/staff regarding procedural matters, requests for information, deadlines, etc. Prepares letters of response to other institutions, organizations, agencies, and communities. Prepares materials for various courses. Independently distributes, collects, and compiles information for surveys. Collects and compiles information for the complex publications including the Clinic Manual and other publications. Gathers, interprets, and prepares materials in response to Accreditation Standards. Receives and reviews all mail, using good judgment in routing information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action.
• Coordinates meetings for the Office of the Associate Dean with various individuals from various groups from WVU, UHA, faculty, residents, student, or staff, and external organizations. Composes minutes from meetings for distribution to attendees. Maintains the Associate Dean's calendar and makes travel and lodging arrangements. Tracks reimbursement for expenses from appropriate unit or agency. Manages departmental supply inventory. Maintains and monitors account balances within various funds.

Pay Grade: 15

• Bachelor's degree in business or related field.
• A minimum of one (1) year of experience involving:
  
  
  
  • Directly related high level office experience
  • Experience in an educational setting with direct communication with students
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment

Knowledge, Skills and Abilities

• Ability to gain an in-depth understanding of the educational system of the School of Dentistry
• Ability to gain an in-depth understanding of the clinical policies and procedures of the School
• Ability to reason logically, analyze and solve problems with good judgment
  
• Ability to plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations
• Ability to counsel students in an effective manner
• Ability to define procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative recommendations
• Ability to establish and maintain cooperative working relationships
• Ability to proficiently utilize various software packages in support of composing letters, reports, and/or conceptual papers
• Ability to travel to on-and-off campus locations in support of the work of the Associate Dean
• Ability to communicate effectively in highly controversial situations and implement negotiation and conflict resolution skills
• Ability to speak and write effectively and write clear and concise reports
  
• Ability to independently prepare clear and concise documents
• Ability to effectively explain University and/or School related policies and procedures

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.