Adm Program Assistant I

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This position is Benefit eligible; click here for an overview of available benefits.
This position is covered by the UHP Bargaining Unit; click here to review the current UHP Contract.
This position is in salary group UHP-02; click here to review the current UHP Pay Plan
UConn Health

UConn Health is a vibrant, integrated academic medical center that is entering an era of unprecedented growth in all three areas of its mission: academics, research, and clinical care. A commitment to human health and well-being has been of utmost importance to UConn Health since the founding of the University of Connecticut schools of Medicine and Dental Medicine in 1961. Based on a strong foundation of groundbreaking research, first-rate education, and quality clinical care, we have expanded our medical missions over the decades. In just over 50 years, UConn Health has evolved to encompass more research endeavors, to provide more ways to access our superior care, and to innovate both practical medicine and our methods of educating the practitioners of tomorrow.

At the UCHC, this class is accountable for providing a full range of administrative support and/or entry level program support for an academic/clinical/administrative department or program.

The UConn School of Dental Medicine is seeking a highly organized, detail-oriented, and proactive Administrative Program Assistant to join our Academic Affairs Office. The successful candidate will provide essential administrative support to the department's day-to-day operations, ensuring smooth functioning of academic programs, faculty support, and student services. This role involves performing a full range of administrative and program support functions, including coordinating workflow, maintaining records and files, preparing written materials and reports, and assisting with communications, scheduling, and general office operations. The position requires the ability to apply established policies and procedures, manage multiple priorities, and respond to a variety of inquiries from faculty, students, staff, and the public. This is a dynamic role ideal for an individual with strong communication skills, a passion for higher education, and the ability to manage multiple tasks in a fast-paced environment.

Works under the general supervision of an employee of higher grade.

May lead/supervise lower-level employees as assigned.

• TYPING: Using a typewriter, word processor or other automated equipment, organizes, formats and types a full range of correspondence, reports, bills, drafts, etc., from rough draft, transcription, dictated notes, etc. Proofreads for content. Edits using knowledge of grammar, punctuation and spelling. In typing grants must be able to write application from notes, determining appropriate information and format.

• FILING: Organizes and maintains files. Maintains, updates and reviews manuals and reference materials.

• CORRESPONDENCE: Screens letters, memos and other materials to determine action needed. Composes correspondence related to duties and responsibilities. Writes and/or edits and disseminates information, promotional and occasional technical matter to support program activities

• REPORT WRITING: Assembles data, writes and/or edits reports, requiring general knowledge of subject area. May use complex spreadsheet programs.

• INTERPERSONAL: Acts for manager by interpreting established policies and procedures and relates such to others. Makes decisions in manager's absence within prescribed limits of authority. Greets and directs visitors, answers phones, screens and triages incoming calls. May deal with patient crisis, prioritizing needs and assigning.

• PROCESSING: Processes paperwork including the arrangement of complex domestic and international travel and international immigration. Monitors and balances monthly budget, tracking expenditures and processing paperwork. Assists in program activities and logistics.

• Performs related duties as required

• Considerable knowledge of office systems and procedures.

• Considerable knowledge of proper grammar, punctuation, and spelling.

• Knowledge of business communications.

• Knowledge of the unit's policies and procedures.

• Some knowledge of business math.

• Oral and written communication skills; interpersonal skills.

• Ability to operate office equipment which may include word processors, computer terminals or other automated equipment.

Two (2) years' experience above the routine clerk level in office support or secretarial work.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience.

• Bachelor's degree and knowledge of academic systems and student information systems (e.g. Blackboard, PeopleSoft).
• Experience coordinating academic meetings, workshops, orientation sessions, or other academic events.
• Familiarity with program support functions, including course scheduling, faculty support, student services, preparation of materials, posting evaluation surveys, and tracking deadlines.
• Experience and familiarity with higher education admissions processes and related coordination activities.
• Proven ability to maintain and update academic records, databases, and documents related to faculty, courses, and students with accuracy and attention to detail.
• Skill in organizing and prioritizing multiple assignments and supporting workflow in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to schedule meetings and manage multiple calendars.
• Strong written communication skills, including the ability to prepare, edit, and distribute correspondence, reports, or other administrative materials.

• Demonstrated ability to serve as a point of contact and provide effective customer service to a diverse group of stakeholders, including faculty, students, staff, and the public.

SCHEDULE: This position is full-time, 40 hours per week, 8-hour shift between 7:30 am to 5:00 pm with a 30-minute unpaid meal break. Flexibility is needed based on department needs.