Department Assistant 1

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $18.44 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under occasional supervision, provide administrative support to department. The Department Assistant 1 will be the part of the administrative team who will support the day-to-day operations of the Comprehensive Care and Advanced Education in General Dentistry Departments. This position will face various issues/problems with faculty, students, patients and vendors and will assist in finding the solution or directing the people to the appropriate department. The ability to multi-task will be essential to the efficient and effective operations of the department.

ESSENTIAL FUNCTIONS

• Assist the administration at the School of Dental Medicine, specifically the Assistant Dean of Clinical Affairs and/or the Director of Quality Assurance. These responsibilities may extend beyond patients seen in comprehensive care and will include patients seen in any of the clinics within the facility, including the Faculty Practice. Assist with patient complaints, record release and patient care termination. Meet and document HIPAA training for new faculty/staff per policy and maintain the HIPAA database. Responsibilities will involve personnel for the entire clinic, as well as the comprehensive care department, and may include assisting in the training of junior-level clerical hires on clinic procedures and documentation expectations. (20%)
• Provide telephone coverage and message dissemination for department faculty and staff as needed. Perform clerical and typing tasks that require speed and accuracy, including taking attendance and minutes of departmental meetings. Organize and maintain departmental files. Process general departmental requests for information technology and facility¿related issues (custodial, telephone repair, special event needs). (15%)
• Provide clerical support to department assistants when schedule-related tasks require shared coordination this includes assisting with managing the clinical schedule for the comprehensive care department faculty in the Electronic Health Record (axiUm). (10%)
• Provide support for the in-house laboratory. Process confidential information by completing and documenting lab entries in the Electronic Health Record, update and reconcile spreadsheet on a monthly basis. Oversee lab production by monitoring lab cases. Work with the school¿s Finance Office to ensure appropriate billing records are maintained. (10%)
• Assist in the preparation of educational material for full¿ and part¿time faculty of the department ¿ including but not limited to the use of university¿approved platforms such as Canvas and Blackboard, obtaining handouts, syllabi, manuals, exams, grades and recommendation letters. Proofread and edit instructional materials, correspondence, and related documents to ensure accuracy and clarity. Inventory and work with faculty to determine materials needed for didactic teaching in the pre¿clinical labs at Samson Pavilion. Order supplies as needed and directed. (20%)
• Proctor exams for clinical and didactic courses. (6%)
• Prepare PeopleSoft purchase requisitions and check requests for the department including but not limited to office supplies, course supplies, misc. purchases for meetings and seminars. Make travel arrangements and prepare/submit travel reimbursements for faculty, faculty recruiting, guest lecturers. Submit travel forms to the Office of Finance and Operations for approval. Provide follow-up on all inquiries regarding purchase requisitions/orders with vendors and university Purchasing and Accounts Payable. (10%)
• Work with faculty to coordinate guest speakers, lecturers, meetings, luncheons, and volunteer clinic personnel for all divisions of Comprehensive Care, facilitating interactions with various university personnel to support these activities. Assist faculty with use of departmental equipment (projectors, LCD projectors, film scanning machines and various other audio-visual equipment). (9%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Contact with department chairs, Deans Office, Assistant Dean for Clinical Affairs, Office of Finance, Operations and IT, Student Services, Student Admissions, Dental Cashiers, Dental Dispensary and scheduling coordinators to facilitate patient care.

University: Contact with Audiovisual, Printing Services, Purchasing, Accounts Payable, and University Environmental and Safety Services to facilitate the exchange of information.

External: Contact with vendors, patients, travel companies, potential faculty candidates, and student applicants to facilitate the exchange information.

Students: Contact with DMD and post graduate students on a daily basis to facilitate patient care.

SUPERVISORY RESPONSIBILITY

Direct the work of student employees as needed

QUALIFICATIONS

Experience: 2 to 3 years of related secretarial experience required.

Education: High school education required.

REQUIRED SKILLS

• Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
• Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
• Must use independent judgment, diplomacy and tact in working with a variety of diverse individuals at all levels within the school, university and private sector.
• Must be organized with a demonstrated ability to work with little to no supervision.
• Knowledge of common dental terminology would be helpful.
• Proficient with Microsoft Office and Google in a networked environment.
• Familiarity with Peoplesoft (SQL) is helpful.
• Advanced computer skills and experience with Adobe Photoshop, Access, Canvas and Blackboard are necessary.
• Ability to operate copy and fax machines to perform calculations and produce documents.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

The employee will perform repetitive motion using computer mouse and keyboard to type. This position may be potentially exposed to Bloodborne pathogens

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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