Office Administrative Assistant, Restorative Clinical Sciences, School of Dentistry, UMKC

Department of Restorative Clinical Sciences

This position will provide support for the operations of the Department of Restorative Clinical Sciences by answering phones, assisting with student activities and scheduling, day-to-day operations, data input, supply ordering, daily office upkeep, mail, and school-specific email. This position supports the department in maintaining the academic responsibilities of the department. In addition, this position assists with special activities, some of which involve organizing meetings and help with meeting delivery. This position must exercise excellent judgment and communication skills to interact and collaborate with a diverse group of faculty, staff, and students, as well as the UMKC School of Dentistry's administration. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.

Essential Duties and Responsibilities

Supporting the Department Chair and Faculty in the Department

• Meet daily with the Chair, formally and informally, to discuss daily operations and as well as planned activities.
• Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time, and materials are available.
• Schedule meetings, reserve rooms, order materials and supplies for the meetings.
• Coordinate annual review process for the faculty.
• Help with recruiting and faculty searches. Communicate with applicants and help in the interview process.
• Assist in planning faculty meeting agendas and new faculty orientation.
• Take notes and summarize discussions at various meetings.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.
• Make travel and accommodation arrangements
• Help faculty in the department with administration of courses including entering data, proctoring exams, creating lab folders/binders, communicating with students, etc.
• Help with clinical operations by providing students necessary materials for patient care such as implant parts. Help with maintaining a stock of implant parts and keeping logs of implant inventory and other material inventories.
• Maintain daily record of faculty absences and absences of departmental staff.
• Help with substitute in case of staff absences.

Operational

• Be a warm, welcoming presence and greet all people at the department's office.
• Ensure that the phone is answered in a quick, warm, and upbeat manner during regular school hours.
• Screen and direct phone calls and in-person calls at the office.
• Assist with check-in, check-out, inquiries, and deliveries.
• Manage online updates to the school calendar.
• Maintain and organize student records.
• Support planning and execution of school events organized by the department.
• Support school related compliance requirements.
• Maintain and update handbooks and electronic resources for students and faculty.
• Serve as an integral part of the crisis management team.
• Keep all necessary office supplies in stock by maintaining inventory and proactive ordering.
• Arrange or help with equipment/instrument maintenance.

Other Duties or Responsibilities

• Attend events as needed or requested by the school
• Flexibility required to help in the areas where other staff are assigned in order to support the operations and the mission of the school and the department.
• This position may have to substitute some of the above responsibilities for other duties when there is a new need for the department and/or the school.

Additional Skill Requirements

• Supportive nature and ability to stay upbeat in difficult situations.
• Patient and understanding.
• Ability to develop positive relationships with students, faculty, staff, and patients.
• Ability to work in a fast-paced environment while juggling and prioritizing multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
• Possess a can-do attitude and a willingness to take on whatever needs to be done that may be outside of the job description.
• Establish and maintain effective working relationships.
• Strong customer focus.
• Patience and problem-solving approach when addressing issues.
• Ability to embrace change with flexibility.
• Ability to speak clearly and concisely in written and oral communication.
• Solid listening and communicating skills.
• Proofreading skills.
• Ability to work independently and follow through on assignments with minimal direction.
• Skill in managing a complex calendar.
• Strong collaboration skills and cross-cultural competency.
• Time-management skills.
• Ability to anticipate needs, have a sense of urgency, be proactive, and conscientious.
• Ability to handle sensitive and/or confidential material and information with discretion and good judgment.

Technology Skills

• Well-versed in technology, strong computer skills and aptitude to learn new technologies including digital technologies.
• Highly proficient with Outlook, Canvas, Microsoft office, etc.
• Organize and maintain electronic student file systems.
• Creating digital presentations.

High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary.

• Bachelor's degree preferred.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.

Application Review to begin Wednesday, September 25, 2024, and will continue to accept and review applications until filled.

Up to $18.66 per hour, commensurate with experience, education, and internal equity.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Values Commitment

We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research, and engagement.

Equal Employment Opportunity

The University of Missouri System is an Equal Opportunity Employer. Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, or protected veteran status, or any other status protected by applicable state or federal law. This policy applies to all employment decisions including, but not limited to, recruiting, hiring, training, promotions, pay practices, benefits, disciplinary actions and terminations. For more information, visit https://www.umsystem.edu/ums/hr/eeo or call Human Resources at 816-235-1621.

To request ADA accommodations, please call the Office of Equity & Title IX at 816-235-6910.