Administrative Assistant Intermediate, Ann Arbor

Job Title

Pediatric Dentistry Program Support Job Description

MDentistry: advancing health through education, service, research and discovery. MDentistry Core Values: Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Inclusion. The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by: Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences. Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.Responsibilities

Pediatric Dentistry Program Support: Act as the primary support person to the Graduate Program Director for the Pediatric Dentistry Program, assisting with all aspects of the program. Act as the primary support person to the Graduate Program Director for the Pediatric Dentistry Program, assisting with all aspects of the program from interviews to graduation.Assist Graduate Program Director by handling and processing graduate student applications (using PASS), schedule interviews (and related events requiring hosting functions for Pediatric resident interviews) and inform accepted students. Handle special events including but not limited to Pediatric Dentistry graduation, student thesis defenses and special speakers/visitors.In cooperation with the Compliance office, follow up with residents, faculty and staff whose certifications, credentials, etc. are expiring or need to comply. Maintain tracking of Pediatric faculty and resident time away. Work with the Clinic Coordinator who will identify referral letters that need to be mailed to patients.Financial Support: Act as a liaison with the SoD’s and University’s Finance/Accounting and Procurement. Create purchase orders for specialized departmental items, process non-PO vouchers and reconcile expenditures. Order and provide supplies for the graduate, predoctoral and HDC/OR clinics Work with supply vendors and UM accounts payable to ensure proper invoicing, ordering and paymentOrder necessary prescription drugs under the direction of the Program Order program supply needs for the front desk and residents Review and submit laboratory orders and handle invoicing and payments on labs Keep track of all inventory for the clinics and lab area, inventory and restock supplies to assure they are up to dateProcess full time faculty membership dues renewal. Process all travel or other reimbursements for Pediatric Dentistry residents. Reconcile full time faculty expense reports for their PCards in the Concur system. Resident Support: Track, monitor and record student’s research spending and assist them with their budgets, purchases and other relevant information they may need for their grant/project.Make requests in the HSIP system for human subject payments as applicable. Assist with Pediatric Dentistry onboarding and orientation for incoming G1 residents (preparatory forms/emails, credentialing packets, PALS certification training, welcome packets, catering, key/ID requests, parking info, MOU, Enrollment Verification Letter for LARA, etc.)Set up and Proctor AAPD In-service exams for Incoming G1 and outgoing G3 Residents. Assist with Pediatric Dentistry G2 prep for Flint (process detached study requests, track dental&controlled substance license applications, coordinate NPI requests, etc) Assist with Pediatric Dentistry G3 return from Flint (assemble welcome back packets and order catering for G3 re-orientation, PALS recertification training, pre-doc graduate teaching permits, research spending guidelines, etc)Using Qualtrics and approved forms, create, manage and distribute resident course evaluations of faculty forms for Orthodontic and Pediatric Dentistry residents. Record scores and responses on the appropriate faculty form in Dropbox for their review and use. Clinic Support: As requested by the Clinic Director(s), run monthly reports in MiDent (in-dispute, work in progress, appointment reports, missing charges, active student/instructor, etc).Run quarterly Tableau reports for DOrtho and by Providers. Provide the data to the Graduate Program Director. In cooperation with the Orthodontic Predoctoral Director, respond to emails from students requesting changes/switches for the rotations in Dent745 and Dent 748. Upload those changes into the master file in Dropbox. Notify Clinic Coordinator and Predoctoral Program Director.Clinical Lab Support: Work with vendors for maintenance of lab equipment as needed Management of lab inventory and ordering supplies Liaise with teams and appropriate service partners and vendors Maintain and coordinate hardware and software updates and upgrades for equipment Provide in-person training on the use of the lab technology and equipment as neededParticipate in laboratory meetings as needed Required Qualifications

Two or more years of previous administrative experience and working in an office setting. Computer experience and proficient with Microsoft Office, Google Suites and Dropbox. Demonstrated good verbal and written communication skills. Attention to detail. Demonstrated customer focused interpersonal skills. Excellent attendance record.Desired Qualifications

Experience in MPathways and with procurement (PCard reconciliation, Marketsite ordering, purchase orders). Experience with School of Dentistry. Experience with Qualtrics. Why Work at Michigan?

The School of Dentistry is consistently ranked as the #1 dental school in the United States and the world. We embrace diversity in many forms and champion diversity of thought and culture. Our Mission, core values, and additional information about our College can be found on our college website. The University of Michigan also offers comprehensive benefits to help you stay well and to support you as you plan for a secure future. Benefits include: Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave. A retirement plan that provides two-for-one matching contributions. Many choices for comprehensive health insurance Life insurance Flexible spending accounts for healthcare and dependent care expenses Work-Life Programs to strengthen a workplace culture that supports personal and family life, including child care, elder care, lactation resources, and mental and emotional health services.Work Locations

This position is located in the School of Dentistry at 1011 N University Ave Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act. Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended. U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.