Administrative Specialist

Overview:

The Community Outreach and Engagement Administrative Specialist will work as part of the administrative support team in the Department of Primary Dental Care, supporting the Community Outreach and Engagement Division Director, Community Relations and Outreach Associate, faculty and staff in their academic, administrative, clinical and research mission, specifically for tasks related to the Minnesota Department of Health's Rural and Underserved Clinical Rotation (MDH RUCR) grant. This position calls for an experienced professional who can multi-task, think proactively and critically, work independently, thrive in a team environment, and help to grow the profession of the next generation of oral healthcare providers. This position interacts with students, staff, faculty, university administrators and community stakeholders inside and outside the School of Dentistry.

You can find out more about the Division of Community Outreach and Engagement and our partnering dental clinics on our website.

Essential Functions:

(70%) Administrative Support in the Community Outreach and Engagement Division

• Outreach point of contact for EFS duties as related to the MDH RUCR grant: purchase supplies, arrange for travel, process expense reimbursements, create purchase orders, reconcile PCard purchases following the UMN policy, assist with adjunct faculty onboarding.
• Prepare agendas and attend meetings, record & disseminate minutes as needed.
• Create Community Outreach and Engagement print materials as directed.
• Book hotels and assist students with travel arrangements to rural sites.
• Schedule and arrange community engagement activities for students as instructed by Community Outreach and Engagement Division Director.
• Collect and organize data for MDH RUCR grant reports including but not limited to number of patient visits, number of procedures, and student survey feedback utilizing School of Dentistry software.

(25%) Curriculum Support for the Community Outreach and Engagement Division's MDH RUCR related course

• Communications:
o Communicate clearly and professionally with students and faculty to explain Outreach policies and procedures, while working to independently and proactively resolve problems.
o Independently compose and send professional communications to all stakeholders of the Community Outreach and Engagement Division, which includes but is not limited to students, faculty, staff, community leaders and agencies, healthcare workers, and affiliate partners.
o Understand and communicate the different forms of financial support available to students after completing rural outreach rotations.
o According to the outreach student schedules, send background study clearance forms to each Outreach site prior to the first day of the semester.
o Collaborate with Community Relations and Outreach Associate to send end of rotation reminders to students to complete course requirements and track progress.

(5%) Other duties as assigned

Qualifications

Required Qualifications:

• High School Diploma/GED.
• Minimum of four years of related office experience. Education/training beyond high school may be substituted for some of the years of experience.
• Years of experience to include at least one year of experience with customer service.
• Experience using Microsoft Office Software.
• Outstanding verbal, written, and interpersonal communication skills.

Preferred Qualifications:

• Ability to organize and prioritize.
• Ability to work independently while performing assigned administrative services.
• Proven ability to multi-task while maintaining attention to detail.
• Demonstrated experience and ability to work with diverse populations in complex environments.
• Ability to manage workflow and integrate new projects.
• Working knowledge of university resources, financial systems, and procedures.
• Experience using web-based applications such as Google Collaboration Tools.
• Experience using database applications.
• Event planning and/or travel arrangements support experience.

About the Department

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.

We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists. We offer advanced degree programs in seven ADA-recognized specialties: endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain. We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students. Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.

We are the only dental hygiene program in the state associated with a dental school. Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.

We became the first dental school in the nation to educate dental therapists in 2009. Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.

Our work affects virtually every person in Minnesota. We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.

The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace. Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.

For more information, please visit our website, dentistry.umn.edu .

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).