Administrative Assistant, Institute for Advanced Continuing Dental Education, Alumni Relations and Communications

Job ID

SF9994-0620-1904

Position Classification

FT Staff Non Union

Position Summary

Performs professional administrative management and support duties to support the department’s daily operations; assists in program planning and development; interprets, monitors, and analyzes information regarding operating policies and procedures; administers budgets; and coordinates academic and/or staff personnel matters.

Essential Duties and Responsibilities

Course Planning and Administration:

• Assist in the implementation and administration of continuing dental education courses.
• Manage the online course registration and database system, Learning Stream.
• Maintain all CE course files.
• Prepare and compile all course materials, including handouts and course evaluations.
• Run and compile results from course evaluations to be forwarded to course presenters.
• Facilitate CE courses when required, including setting up audiovisual equipment, monitoring and hosting online courses, monitoring food service, gathering course evaluations, and issuing credit letters.
• Assist individuals with registrations for courses as needed.
• Prepare credit letters for all courses.

Marketing:

• Assist in engaging all stakeholders in School of Dentistry news and events through various general web, print-based, and social media outlets.
• Assist in the preparation and editing of marketing and promotional materials, such as target mailings of course brochures and postcards.
• Assist in the online promotion of CE courses and alumni events through digital communication and social media.

Financial:

• Settle financial transactions by paying invoices to vendors associated with all CE courses and alumni events.
• Monitor the budget and prepare purchase orders in Banner associated with all courses and events, and office operations.
• Prepare and submit check requests and payroll authorizations for all courses, alumni events, and office operations.
• Maintain a log of checks and purchase orders and verify payments received.
• Reconcile all credit card transactions with a monthly P-card report.
• Prepare profit/loss statements for each course and event.

General Administration:

• Enter alumni attendance for events and courses into Raiser’s Edge.
• Prepare monthly mailings to alumni for milestone birthdays.
• Monitor and respond to emails sent to the department as needed.
• Order and maintain all needed office supplies and stationery.
• Perform other duties as assigned.