JLL has flagged the Administrative Assistant job as unavailable. Let’s keep looking.

Administrative Assistant - School of Dentistry 23817 

Description

The School of Dentistry at West Virginia University is currently accepting applications for an Administrative Assistant. 

About the Opportunity

As an Administrative Assistant, you will independently, and with much discretion in a climate of confidentiality, manage all phases of the School of Dentistry predoctoral admissions process; manage applications, interviews and seminars for students in dental early admission programs with partnering colleges/universities, and provide administrative support to the Associate Dean for Admissions, Recruitment, and Access and assists with dental student recruitment programs. You will prepare pre-doctoral admissions and enrollment data for internal and external reports and publications for purposes such as accreditation, outcomes assessment, strategic planning, and budget allocation. 

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

  • 37.5-hour work week
  • 13 paid holidays (staff holiday calendar)
  • 15 annual leave (vacation) days per year
  • 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  • WVU offers a range of health insurance and other benefits (this position is a benefits-eligible, classified staff position)
  • 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
  • Wellness programs

Pay Grade: 15

What you’ll do:

  • Within a high-volume, challenging, and confidential work environment, manages and provides administrative support to the School of Dentistry admissions process for approximately 1,400 predoctoral program applicants and approximately 200 pre-college students per year in strict compliance with the rules and regulations established by the American Dental Education Association, the WVU Office of Admissions and Records, and WVU School of Dentistry. 
  • Manage approximately 1,400 applications submitted each year via the centralized application service (Associated American Dental Schools Applications Service).
  • Provide individual consultation and interpretation of admission policies and procedures as needed for any of the approximately 1,400 + applicants. 
  • Advise pre-college applicants and their advisors of the academic requirements and professional standards required for admission to the Doctor of Dental Surgery program.
  • Monitor and coordinate or provide responses to e-mail submitted to the Office of Dental Admissions via the general office e-mail address. The number of e-mails varies according to time in the application cycle with an estimated range of 10-15 daily. 
  • Arrange interview schedules for approximately 150 candidates and manages logistical details during candidate’s half-day interview itinerary including: candidate check-in; introduction to the School and University information session; on-site writing assessment; breakfast or lunch meeting with current dental students; and administration of candidate feedback survey. 
  • Coordinate admission committee member interview schedules, including approximately 8-10 faculty and 20 student members, accommodating the individual scheduling variations of all parties. 
  • Manage scheduling of student ambassadors to host tour and lunch with prospective applicants throughout the fall and spring semesters and make short notice adjustments to the schedule as needed.
  • Make small group presentations to candidates for dental admission on day of their interview. Design and develop the content and format of these presentations.
  • Develop and continually update an applicant database compatible with the AADSAS database and the West Virginia University systems.
  • Serve as liaison for the technological advancement of the admissions process (internally- IT, externally-ADEA, ADA, and vendors such as WebADMIT).
  • Coordinate the timely and accurate transfer of applicant information/files with the Office of Admissions and Records to insure the availability of a complete admission file for thorough review by interviewing faculty/Committee prior, during, and after the interview.
  • Assist with Kuwait Dental Program student admission programs.
  • Assist in coordinating and implementing Pipeline project recruitment programs, including the admission program for undergraduate and dental students participating in the early admissions program, DentSTEP. Inter-institutional partnerships-Dental Early Admission Programs involve collaboration with 1) West Liberty University, Slippery Rock University, 3) West Virginia State University; 4) Shepherd University and any additional programs identified in the future. 
  • Continually update all applicant files to reflect materials received, advising the Office of Admissions and Records throughout the application and admission process. Examples include managing letters of recommendation (appx. 4 per applicant), DAT score reports (up to 3 per applicant), and academic transcripts from all colleges and universities for courses completed up to the time of dental school enrollment. On average, the office receives two or three updated transcripts per applicant in a given application cycle. 
  • Maintain complete confidentiality and accuracy of the admissions process.
  • Compile accurate weekly applicant (synopsis) rosters for presentation to the Admissions Committee maintaining strict security of the distribution.
  • Calculate the results of pre-interview and post-interview scores assigned by the Committee for each interviewee.
  • Respond to admissions inquiries via e-mail, telephone, postal service, and walk-in visits.
  • Develop admissions literature, brochures, and other information including web-based information, PowerPoint presentations, etc. Assure that all admissions materials reflect up-to-date information related to policies, procedures, deadlines, etc. 
  • Effectively manage challenging workloads and remain professional and diplomatic when working with disgruntled applicants or other interested parties.
  • Maintain historical admissions and enrollment data to assist the leadership in assessing demographic and academic trends for purposes of institutional reports, grant submissions. 
  • Assist with educational programs that promote and foster cultural awareness such as coordinating and managing logistical details for annual interprofessional Diversity Forum for entering dental students.
  • Work closely with communications department to design and develop content for promotional materials in hard copy and electronic formats.
  • Oversee logistic details for annual Professionalism Assembly including program development, editing, and printing; invitations to faculty, incoming students and their parents, spouse or significant other; arranging catering, photography and facility set up. 
  • Manage the logistical aspects of the Dental Student Scholarship selection process (set up committee meetings, maintain committee minutes; develop ballots which involves gathering financial need information from financial aid office, gathering endowment fund information from development office, requesting academic information from academic affairs; identifying demographic data required by donor such as county of residence; tabulate ballots, prepare award notification letters and certificates; report award recipient name and award amount to Office of Financial Aid).
  • Manage and prepare all correspondence informing applicants of their application status, including invitations for admission, notifications of rejection, waitlist status, etc.
  • Advise the Office of Admissions immediately of the Committee’s actions.
  • Continually update the admissions database to reflect revised and updated information provided by AADSAS and the Admissions Committee’s most recent action and any status changes initiated by the applicants. This information must be current, accurate, and readily accessible when requested by Administration.
  • Prepare packets for accepted applicants consisting of materials and information needed prior to matriculation.
  • Advise the Office of Financial Aid promptly to facilitate timely processing of the financial aid requests.
  • Advise the Office of Student Affairs to facilitate timely processing of orientation materials.
  • Annually transmit admission rosters to the S.O.D. Alumni office for database enhancement.
  • Annually gather and analyze outcomes assessment data with regard to pre-admission and admission academic data for each of the 50 enrolled first-year students. 
  • Compile regular reports, graphs, statistics, trends, and yearly summaries relative to the admissions process; Generate reports in support of the Outcomes Assessment activities of the School. 
  • Develop and facilitate accurate and timely reports as required by the Admissions Committee and the West Virginia University systems, reflecting the admissions status of all applicants.
  • File a variety of documents by alpha, numeric and subject in chronological order, including letters of recommendation received for all applicants (averages 3-4 letters per applicant).
  • Provide other administrative support to the Associate Dean for Admissions, Recruitment and Access. 

Qualifications

  • Bachelor’s degree in a relevant field, or an equivalent combination of education and experience.
  • A minimum of one (1) year of relevant experience, preferably with dental education particularly in the WVU system. 
  • In-depth knowledge of School of Dentistry and University policies and procedures, particularly as related to admissions processes.
  • Demonstrated ability to adhere to the highest levels of professionalism and integrity.
  • Demonstrated initiative and strong work ethic.
  • Demonstrated excellent oral and written communication skills.
  • Demonstrated ability to communicate well in controversial situations, e.g., communicating with demanding individuals, senior administration, pre-doctoral students, parents, and other interested parties.
  • Demonstrated ability to handle sensitive information in a professional manner.
  • Demonstrated ability to manage admissions data and programming with utmost confidentiality.
  • Demonstrated ability to plan, organize, and set priorities regarding work to be accomplished.
  • Demonstrated ability to multi-task effectively.
  • Demonstrated ability to develop and maintain positive and productive working relationships with those internal and external to the University.
  • Demonstrated ability to review and interpret academic transcripts.
  • Demonstrated excellence in analyzing and solving problems and critical thinking.
  • Demonstrated ability to value diversity and work well with people from diverse backgrounds.
  • Demonstrated ability to maintain proper unit attendance and punctuality standards.
  • Demonstrated advanced skills in the operation and use of various software programs associated with a PC, including the ability to master new software quickly.
  • Ability to carry out assignments without detailed instructions.
  • Ability to understand and carry out basic accounting functions.

Preferred Qualifications:

  • Experience directing student admissions policies and procedures.

About WVU At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position. 

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting

: Mar 8, 2024

Posting Classification: Classified

Exemption Status: Non-Exempt

Benefits Eligible: Yes

Schedule

: Full-time

Read Full Description
Confirmed 14 hours ago. Posted 10 days ago.

Discover Similar Jobs

Suggested Articles