Division Administrative Support - Oral and Maxillofacial Surgery

The Division Administrative Support Professional serves as the primary point of contact for students, residents, faculty, adjunct faculty, and the public seeking information about the Division of Oral and Maxillofacial Surgery (OMS). This role demands an individual who is organized, detail-oriented, and skilled in managing multiple tasks simultaneously. The successful candidate will be able to work both independently and collaboratively, prioritizing tasks while providing excellent communication and administrative support.

The role is based in Minneapolis, MN, with the possibility of hybrid work depending on organizational needs. This position will be cross-trained to provide backup support across the division and department as needed.

Key Responsibilities include but are not limited to:

Administrative Support (75%)

- Serve as the central point of contact for OMS faculty, staff, students, and the public, responding to inquiries about office procedures, departmental services, and University policies.

- Manage complex calendars, including scheduling appointments and coordinating meetings for faculty and staff.

- Maintain and update faculty CVs and WORKS data, and act as a liaison between faculty and other departments.

- Prepare and draft business correspondence, memos, forms, and spreadsheets, ensuring accuracy and attention to detail in all communications.

- Assist with meeting and conference registrations, travel arrangements, reimbursements, and related administrative tasks.

- Prepare presentation materials and assist with editing documents for clarity, style, grammar, and punctuation.

- Perform literature searches and assist with manuscript submissions on behalf of faculty.

- Support Division and committee meetings by preparing and distributing agendas and meeting minutes.

- Maintain and organize Division filing systems (both electronic and physical), ensuring compliance with UMN Records Retention Policy and seeking opportunities to optimize digital storage.

Other Administrative Duties (15%)

- Organize, purchase, and maintain course materials, including ordering supplies for labs, clinics, and courses, and updating course websites (Canvas).

- Coordinate divisional student awards, maintain signage, and update photos of graduating classes and resident cohorts.

- Manage and maintain the divisional office environment, ensuring it is clean, organized, and up-to-date.

- Oversee externship and observership coordination for students and faculty.

- Assist with the creation and maintenance of course syllabi, online quizzes, and gradebook setup in Canvas.

- Enter and submit student grades to the registrar.

- Act as the Division's financial preparer, handling ordering, purchasing, and reconciling transactions for supplies, equipment, and services.

- Process travel and expense reimbursement reports for faculty, including assistance with ChromeRiver.

- Onboard new faculty and adjunct faculty, ensuring smooth integration into the Division.

Event Coordination (10%)

- Plan and coordinate logistics for guest speakers, seminars, group meetings, and conferences, including managing communications, budgets, and vendor contracts.

- Organize travel arrangements for guest speakers and coordinate with faculty and departmental planners to create event agendas.

- Manage event-related contracts, including vendor agreements for catering, travel, and AV setup.

Required Qualifications: (Required Qualifications must be documented on resume)

- High School Diploma or GED.

- Minimum of 4 years of administrative support experience in a professional setting, with preference for experience in healthcare or academic environments. Training/education may be substituted for some years of experience.

- Proven ability to manage complex schedules and coordinate multiple priorities in a busy environment.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

- Strong organizational and multitasking skills, with a keen eye for detail and the ability to prioritize effectively.

- Excellent written and verbal communication skills.

- Ability to maintain confidentiality and handle sensitive information appropriately.

-Consistent and reliable attendance.

Preferred Qualifications:

- Bachelor's degree or higher.

- Previous experience working with medical, academic, or research staff and familiarity with university or healthcare-related procedures.

- Experience with University of Minnesota Enterprise Financial System (EFS/PeopleSoft) and UMReports.

- Familiarity with financial processing systems, including purchase card reconciliation, purchase orders, and reimbursement.

- Experience managing online course platforms such as Canvas or Examsoft is a plus.

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.

We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists. We offer advanced degree programs in seven ADA-recognized specialties: endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain. We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students. Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.

We are the only dental hygiene program in the state associated with a dental school. Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.

We became the first dental school in the nation to educate dental therapists in 2009. Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.

Our work affects virtually every person in Minnesota. We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.

The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace. Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.

For more information, please visit our website, dentistry.umn.edu

Pay Range: $23.62-$28.65; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).