The Administrative Assistant Senior will coordinate and manage activities as related to the Dean of Student Affairs of the School of Dentistry to ensure smooth efficient operation; perform office management duties/administrative support activities; prepare and review reports; assist in the preparation of designated documents related to the accreditation. The person in this role must have a friendly and professional disposition. This role requires someone who possesses a high degree of integrity due to the sensitive and confidential information shared within the office. This person must exercise good judgment and be able to make sound decisions with minimal supervision.

Essential Functions:

• Receive and warmly greet all visitors in the Office of Student Affairs 
• Maintain confidentiality of student information. 
• Disseminate general information and refer inquiries to proper offices or services. 
• Ensure the office is organized, presentable and professional. 
• Performs general clerical duties (i.e. composing emails and completing monthly office minutes for the Dean of Student Affairs)
• Maintains copies of minutes from committees and student meetings. 
• Maintain electronic and/or paper files for students and the entire office. 
• Process invoices  
• Order lunch for meetings (as needed)  
• Performs special projects as assigned. 
• Respond to requests for college information when additional assistance is needed. 
• Assist with the coordination of student activities and programs. 
• Schedule appointments for students with the Dean of Student Affairs
• Assign lockers. 
• Collect and disseminate information to students. 
• Respond and log lost and found items. 
• Organize, prepare, and keep up to date the student bulletin boards (elevators, etc.) 
• Maintain inventory and order office supplies.  
• Process and makes travel arrangements for the Dean of Student Affairs 
• Process travel for students.  
• Assist in planning Awards, White Coat and Match Day Ceremonies, SMILE Pathway Program, Convocation, Adopt- A- Grandparent Program, Orientation, (MAPS) 
• Assist with Lunch and Learn events.
• Acts as liaison with other departments, faculty, staff, students and external organizations.
• Answer phones, take messages for the Dean of Student Affairs

• Filing (electronic or paper) and typing correspondences. 

STUDENT CONCERNS 

• Schedule Student Concerns Meeting and record minutes. 

• Follow-up on outstanding student issues 
• Schedule meetings for the steering committee and record and distribute minutes.  

• Record minutes for Standard 4 for Commission on Dental Accreditation (CODA)

• Maintain documentation for CODA. 

• Ensure information is current on SharePoint.  

• Schedule workshops for CODA 

• Perform other duties as assigned by the Dean of Student Affairs, the Dean of the College or person designated by the Dean. 

                                                                                                             

Knowledge, Skills and Abilities Required:

• Effective verbal and written communication skills, especially with students
• Ability to maintain files of information needed throughout the year.
• Ability to plan, schedule and coordinate meetings and events.
• Comprehensive knowledge of institutional policies, procedures, and organization structure
• Demonstrated proficiency in various PC-based applications including Word processing, Excel, PowerPoint, Excel spreadsheets.
• Strong composition and editing skills. Good organization and time management skills.
• Sufficient supervisory and training skills to collaborate with assigned staff.
• Demonstrate interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Demonstrate sufficient organizational skills and experience in developing streamlining processes
• Strong ability to multitask.
• Strong ability to work efficiently in a fast-paced environment.
• Working knowledge of accounting principles and procedures including budgetary processes
• Strong attention to detail

Knowledge, Skills, Abilities Preferred:

• Required skills plus knowledge with design software (i.e., Canva)

Education and Experience Required:

• Bachelor's Degree from an accredited college or university with a minimum of four (4) years of related experience is required. 

Education and Experience Preferred:

• Experience in working in administrative management in an academic environment.

Licensure, Certification or Registration Required:

• n/a

Licensure, Certification or Registration Preferred:

• n/a

This job description reflects the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The responsibilities listed may be subject to change at any time and individuals may be asked to perform duties outside of their regular responsibilities to support the ongoing operations and mission Meharry Medical College and its facilities.