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Administrative Assistant, Dental Hygiene

Company

University of New England

Address , Portland
Employment type
Salary
Expires 2023-12-08
Posted at 8 months ago
Job Description

The Administrative Assistant performs a wide variety of clerical/secretarial and administrative tasks related to a specific academic or administrative function.

Responsibilities
  • Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
  • Perform basic liaison functions with students, faculty, staff, parents, or other department/program constituency: explain policies and procedures, answer various questions, coordinate services and assistance, handle special requests or problems, routing to senior staff members as appropriate.
  • Perform regular secretarial duties for the project/department: answer phones and serve as department receptionist; type/print using word processor correspondence, exams, reports, manuals; order office supplies; maintain appointment calendars; screen incoming mail; set up meetings; photocopy; and so forth.
  • Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
  • Prepare/coordinate bulk or other special departmental mailings.
  • Oversee and carry out various day-to-day project and departmental administrative functions.
  • Perform other specialized or technical administrative tasks related to the department’s primary function.
  • Organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
  • Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
  • Confer regularly with immediate supervisor, other department/University personnel, and/or various firms, organizations and individuals outside the University to plan and coordinate activities, exchange information, resolve problems, and other related tasks.
  • Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers: design and basic programming of appropriate databases and data management/reporting systems using various PC software; initial database input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
  • Train and oversee the work of junior staff members or student assistants.
  • Coordinate, initiate, prepare, process, and/or monitor various administrative, financial and operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University students, faculty or staff, or individuals outside the University system.
  • Perform other related duties as assigned.

Qualifications
Associate’s Degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.
  • Broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception, and so forth.
  • Good basic administrative and organizational skills. Experience in organizing and maintaining a moderately complex filing and records systems.
  • Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals/organizations.
  • Good reading, spelling/grammar and general writing and math skills.

EEO Statement Summary
Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits and will not tolerate discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors will not be permitted to have an adverse influence upon decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)
Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.