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Secretary IV - College of Dentistry - Office for Education

📁
Administrative/Professional
📅
20004158 Requisition #

To provide high-level clerical support to the Associate Dean of Education & Development and the Office for Education in the College of Dentistry for predoctoral program (DDS) and advanced education (MS/Certificate) shared resources.

Accreditation Maintenance for Predoctoral and Advanced Education Programs

  • Collect, compile and analyze information for annual reports, health policy institute ADA survey and other surveys maintained by the Office for Education.
  • Perform data searches and queries in AEFIS and MAUI systems for special reports needed for accrediting bodies.
  • Maintain and organize appropriate documentation for accreditation and the Office for Education on a continual basis. 
  • Coordinate and compile data for Advanced Education Programs in order to maintain shared documentation.
  • Coordinate and manage all logistics for the collegiate accreditation site visit and preparation process including agenda preparation, coordinating University, COD administration and faculty calendars.

Committee and Ad Hoc Support

  • Record and summarize committee meeting minutes, in a timely manner, in electronic format for assigned committees and work groups under the Associate Dean for Education (Curriculum, Advanced Education, Clerkship Directors and Health Technologies).
  • Coordinate all committee meeting logistics including: Outlook meeting invites, reminder emails, conference room reservations, track responses, order food, set-up and take down.
  • Distribute agendas, handouts and minutes to committee members in advance of meeting.
  • Track and maintain attendance record on spreadsheet.
  • Organize meeting documents for records electronically and paper-based (includes making PDFs of documents and uploading minutes to Intradent) on a monthly basis. Prepare annual memo with future meeting dates and committee members.
  • Update distribution lists annually and or as needed.
  • Prepare and send committee membership participation memos to faculty and DEOS at the end of each academic year.

Office for Education Development Programs & Events

  • New Resident Orientation
  • Coordinate ALL logistics for New Resident Orientation including: confirmation of speakers, Outlook meeting invites, reminder emails, conference room reservations, track responses, order food, set-up and take down, and dissemination of information to Advanced Education Program Directors.
  • Coordinate information from primary administrators and human resources prior to orientation to ensure up-to-date resident database.
  • Communicate with and inform new residents of orientation details prior to conducting orientation.
  • Assemble handouts from speakers and prepare resident information folders.
  • Collate and prepare evaluation summary report.
  • Course Director Workshops
  • Coordinate ALL logistics for workshops including: confirmation of speakers, Outlook meeting invites, reminder emails, conference room/hotel venue reservations, track responses, order food, set-up and take down, collect and assemble handouts.
  • White Coat Ceremony
  • Coordinate and manage ALL logistics for ceremony including: confirmation of speakers, interpreter & photographer, Outlook meeting invites, reminder emails, event venue reservations, and track responses.
  • Maintain spreadsheets and documents for name pronunciations, coat fitting and ordering, and seating arrangement.
  • Support Director of Education with: Intradent updates, invitations, coat fitting and ordering process, event program and materials, IT & Strategic Communication support, greeters, photographer
  • Assist Office for Education with event day logistics flow.

Educational Software/Online Programs

  • Search for basic information in MAUI, ICON/Canvas, AEFIS (mapping/eval program) as needed in response to faculty and staff inquiries.
  • Monitor and track syllabus ‘publish’ process including sending out email reminders to faculty & update spreadsheet information.
  • Provide weekly updates that include analysis and review of data pertinent to course syllabi and evaluations.
  • Provide one-on-one instruction to faculty regarding curriculum mapping system and syllabus function. Answer basic faculty/staff questions regarding programs and data.
  • Recognize, respond, notify appropriate parties, and follow-up regarding AEFIS program issues.
  • Communicate and correspond effectively with outside software vendor support.
  • Collect, compile and analyze specified AEFIS and MAUI reports as requested by Director of Education Development and Associate Dean for Education.
  • Update information and data in AEFIS program on a continual basis.

High-Level Clerical Support for Office for Education

  • Provide daily operational support for Associate Dean for Education such as managing complex schedule requiring discretion of calendar activities and prioritization of appointments,  composing correspondence, taking messages, compiling reports, arranging logistics for special activities such as training sessions, maintaining files, assisting with travel plans, updating calendars, coordinating miscellaneous meetings and performing various duties as required to maintain the proper functioning of the Office for Education.
  • Review inquires and otherwise represent the Office for Education and related work areas exercising discretion in obtaining and providing factual and confidential information related to operations.
  • Exhibit professionalism in all faculty and staff communications (email, phone, and in person).Demonstrate exceptional attention to detail and accuracy in outcomes produced on behalf of the Office for Education.
  • Manage information from the Office for Education for placement on the Intradent and other forms of distribution.
  • Help coordinate departmental primary administrators with specified educational program activities per the direction of Associate Dean for Education.
  • Coordinate logistics of faculty or staff searches run by Associate Dean for Education.
  • Responsible for departmental expenditures on PCard.  Place orders and insure all purchases are appropriate.  Maintain and provide documentation of purchases to Dentistry Shared Services for reconciliation on a timely basis.  Ensure all purchases are appropriate and handle discrepancies as appropriate and per UI PCard training/guidelines.
  • Recommends improvements for office protocols and workflows.

Workflow/Processes & Data Collection for Office for Education

  • Manage and file course director changes.
  • Distribute forms, collect and collate data for student performance snapshot evaluations from clerkship directors for Student Progress meetings.
  • Manage course evaluation workflow including: assigning evals in AEFIS, run end of semester reports by department and disseminate to DEOs.
  • Track student self-assessment results, run Qualtrics reports and disseminate results to students and group leaders.
  • Assist Advanced Education Program Director Committee Chair with Graduate Handbook annual edits and updates.
  • Review and improve upon Office for Education workflows, checklists, spreadsheets and develop office procedures as needed.

 

100% Secretary IV – GB53  (Merit)

College of Dentistry - Dental Administration  (Iowa City, IA)

Salary:  $42,360.16   (Pay Grade:  12)

 

Hours of Work:

Monday - Friday, 8:00am - 5:00pm

May require occasional overtime.

MINIMUM ELIGIBILITY REQUIREMENTS:

Any combination of related clerical office experience, related undergraduate education and/or post high school clerical training that is the equivalent to five years of full-time employment and includes the use of word processing.

Special Qualification:  Public Contact/Customer Service

HIGHLY Desirable:

  • Work experience multi-tasking and managing multiple projects demonstrating time management, prioritization & planning.
  • Work experience that demonstrates attention to detail.
  • Demonstrated proficiency with organizing and managing large amounts of details and information into spreadsheets.
  • Work experience with Microsoft Outlook managing complex, multiple calendars.
  • Work experience with event/meeting planning.

Desirable:

  • Work experience with Microsoft Windows Office (specifically Word, Excel, Outlook, PowerPoint).
  • Work experience taking and summarizing meeting minutes.
  • Work experience that demonstrates ability to work independently with appropriate guidance and as part of a team.
  • Work experience in administration/executive, high-level environment.
  • Familiarity w/ UI:  MAUI & ICON

In order to be considered for an interview, applicants must upload a Cover Letter, Resume, and 3 Names of Professional Reference (and mark as “Relevant File”) to their submission.

 

Job openings are posted for a minimum of 10 calendar days.  This job may be removed from posting and filled any time after the minimum posting period has ended.  For questions or additional information, please contact COD-Requisitions@iowa.uiowa.edu.

 

Successful candidates will be subject to a criminal background check.

Equal opportunity/affirmative action employer


The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.


Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu.  For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.

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