Administrative Assistant III

Description

A.T. Still University's Missouri School of Dentistry & Oral Health (ATSU-MOSDOH) is seeking an administrative assistant III on the St. Louis, MO campus. The executive assistant will provide assistance to the Assistant Dean MOSDOH Clinical Affairs. They will assist in the performance of ongoing operations and communications of the office and will handle and process confidential information in a professional manner. As such, they will provide clerical and general office support that contributes to the accomplishment of the goals of the office. The administrative assistant III will represent the Assistant Dean MOSDOH Clinical Affairs in a professional manner at all times and will interact with faculty, staff, students, alumni, community health centers, professional agencies and other professionals within the academic community and general public. This position reports to the Assistant Dean MOSDOH Clinical Affairs.

Duties & Responsibilities

• Daily duties include maintaining calendar; organizing data and reports; typing; answering the phone and screening calls; sorting and prioritizing mail; scheduling appointments making travel arrangements; ordering office supplies; processing travel advances, reimbursements, and expense reports, etc. Facilitate contact between faculty, students, administrators and the Assistant Dean MOSDOH Clinical Affairs. 
• Write and/or finalize reports, minutes and correspondence.
• Maintain files, reports, and records. 
• Coordinate meetings, make appropriate reservations and food arrangements, contact meeting attendees, and prepare associated materials. Attend meetings, take and prepare minutes, and distribute to appropriate personnel.
• Provide clerical and general support to facilitate the execution of ASID program initiatives.
• Manage the Assistant Dean MOSDOH Clinical Affairs’ office.
• Assist the Assistant Dean MOSDOH Clinical Affairs with preparation for meetings, presentations.
• Coordinate calendars for the Assistant Dean MOSDOH Clinical Affairs and MOSDOH calendar.
• Prepare all travel arrangements, leave forms, and travel reimbursements for the Assistant Dean MOSDOH Clinical Affairs.
• Coordinate/manage assigned projects and initiatives.
• Maintain agenda and minutes for COPC, Faculty Calibration, CCU and SCU Director meetings.
• Conduct faculty chart audits and provide reports.
• Maintain Incident Reports.
• Other duties as assigned.

Requirements

Job Requirements

• Bachelor's degree preferred or equivalent combination of education/experience from which comparable knowledge and abilities are acquired. 
• Must have excellent computer skills with good working knowledge of Microsoft Word, Excel, Access, and PowerPoint.
• Knowledgeable of Google email functions, electronic calendars, and Internet search engines.
• Experience in a university or health care professional institution is helpful, project/program management experience, secretarial/office management experience and proven track record in a highly productive professional setting.
• Polished written, oral, and interpersonal communications skills; effective time management; organizational skills; detail oriented; writing, proofing and editing abilities; professional office and phone etiquette. 
• Ability to multi-task.
• Competency using standard office equipment including, but not limited to, computer, laser printer, photocopier/scanner, fax machine, phone systems, etc.
• This person should be a team player, willing to work independently and closely with others; be of even temperament; and especially be willing to treat students, staff, and faculty in a collegial manner. 
• Must be able to juggle several projects while meeting deadlines with strong prioritization abilities. Must represent ATSU in a highly professional manner, both internally and externally.