Administrative Assistant, Dental Public Health and Dental Informatics and Office of Global Engagement

Job ID: 320478

Department

DENTAL PUBLIC HLTH & DENTAL IN (IN-DSPD-IUINA)

Department Information

The Indiana University (IU) School of Dentistry (IUSD) has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we’ve become a national leader in preparing oral health professionals, conducting innovative research that has an impact on patients and the profession, and providing patient-centered care.

The vision of Dental Public Health and Dental Informatics department is to be a globally recognized center in dental informatics, a reference institution in public health, and a leader in community dentistry, seamlessly integrating our teaching, research, and service efforts to address oral health needs at both individual and population levels.

Job Summary

Department-Specific Responsibilities

• Maintain faculty and staff records (including attendance and annual review) and provide guidance regarding administrative procedures and academic processes.
• Implement annual review administration for faculty.
• Coordinate recruitment, hiring, and onboarding processes for student employees, teaching assistants, research assistants, adjunct faculty, staff, volunteers, and other personnel.
• Manage promotion and tenure processes, including external reviewer coordination, document preparation, dossier management, compliance review, and communication with university stakeholders.
• Manage complex calendars, schedule meetings, coordinate Zoom and hybrid meeting logistics, and oversee annual review scheduling
• Provide direct administrative support to department faculty.
• Serve as primary point of contact for departmental operations, in a fast-paced academic environment.
• Reconcile departmental accounts and monthly financial transactions to ensure accuracy and compliance with university policies. Act a key member of department procurement and travel process.
• Monitor IU Foundation budgets.
• Provide administrative assistance to the Chair
• Liaison between the School of Dentistry and the Office of International Affairs for obtaining international visas.
• Develop and maintain standard operating procedures (SOPs) for all classifications of international groups visiting the IU School of Dentistry
• Answer questions and provide guidance to departments who wish to host the international groups such as H1B employees, J-1 employees, visiting scholars, sandwich program scholars, preceptors and student groups (Including Memorandum of Understanding (MOU) partners who pay for the visit of their students).
• Act as a liaison between IUSD, permanent resident (PR) applicants, and the Office of International Services (OIS)/immigration attorney for permanent residency filings.
• Track status of all international employees and visitors at IU School of Dentistry.
• Assist with permanent residency filings in Atlas for faculty who wish to move from H-1B visa status to permanent residency status.
• Manage all department specific contracts.

General Responsibilities

• Provide administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilize business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receive, screen, and direct incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manage executive’s calendar, meetings, travel, correspondence, and budget.
• Act as an informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identify, enhance, and follow specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 4 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team building skills.
• Demonstrates excellent judgment and decision making skills.
• Effective conflict management skills.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

IU School of Dentistry

Indianapolis, Indiana

This is an in-person position.

Advertised Salary

$22.00 – 23.50 per hour based on experience and internal equity

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University’s Job Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Contact Us

Request Support
Telephone: 812-856-1234

Tagged as: Employment