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Administrative Assistant

San Francisco Applicants: Pursuant to the San Francisco Fair Chance ordinance, we will consider for employment qualified applicants with arrest and conviction records.

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Posting Details

Position Information

Job Title Administrative Assistant
Union Level V
Department Department of Clinic Administration
Campus San Francisco
Posting Number 201301168P
Full or Part Time Full Time
Number of Months 12
Work Schedule
Position End Date
Open Date 10/20/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicants

Position Summary Information

Primary Purpose

Under the general supervision of the Associate Dean for Clinic Affairs, provides administrative support for the operational needs of the Main Clinic.

Essential Functions

1. In coordination with central supply staff, order necessary instruments, supplies, equipments for clinic as required; act as liaison with clinic supply vendors, monitor cost reduction measures and other related inventory control operations.

2. Support academic courses to include: site creation in Learning Management System (LMS); upload documents, grades, and presentations; preparation of course material; course curriculum database updates; compilation of results from surveys; track student attendance; reserve rooms and assist with class room set up; assist with utilization of classroom technology for quizzes/exams.

3. Prepare and track business office related forms to include purchase orders, budget transfer requests, ATPs. And petty cash reimbursements; coordinate with Business Office for budgeting issues and questions.

4. Maintain documentation for clinical faculty using the ECV system; review faculty appointment and/or status change documentation for accuracy; enter and maintain up to date information including quarterly schedules, academic rank, and certification/credentialing documentation and DEA information.

5. Orient new faculty members to dental school/department policies.

6. Create and maintain quarterly clinic schedules, break coverage, and rosters/information sheets; distribute to the main clinic and stakeholders; coordinate with Group Practice staff to ensure faculty clinic coverage for all clinic sessions.

7. Participate on New Materials Committee and keep accurate documentation of approved materials; schedule and coordinate meetings for Clinic Committees, Clinical Quality Assurance Committee, Student Advisory Committee, Clinic Manager’s Committee and other clinic related meetings.

8. Address requests for off-site storage of patient records and documents.

9. Provide clinic protocol education and other information to students at Clinic Orientations.

10. Maintain and update new documents for patient intake, including acceptance and calibration of all forms used in dental clinics at the school; arrange for document translations as needed and work with IT to keep online documents current.

11. Perform all other duties as assigned by the Associate Dean, Clinic Affairs.

Minimum Qualifications

Knowledge of:
1. Principles of business communication, including interpersonal interactions and letter and report writing.
2. Intermediate knowledge of Microsoft Word, Excel, Powerpoint and Access.

Ability to:
1. Project a professional image, demonstrate strong interpersonal skills and communicate in a collegial and professional manner with administrators, faculty, staff, and students.
2. Demonstrate professional behavior consistent with the clinic mission statement.
3. Manage time, organize duties/assignments, and set priorities to manage multiple priorities and projects simultaneously.
4. Demonstrate excellent attention to detail, problem solving, judgment, customer service and follow-through skills.
5. Work productively under pressure with minimal supervision; contribute and collaborate positively within a team environment.
6. Maintain high level of confidentiality of information.

Three years of administrative experience.

High school diploma or equivalent.

Working Conditions:
1. Position is five (5) days per week, seven and one half (7.5) hours per day.
2. Occasional overtime/weekend work may be required.

Preferred Qualifications

1. Knowledge of dental inventory management including supplies, equipment, and instruments.
2. Knowledge of dental terminology and dental materials and their application in general dentistry.
3. Knowledge of clinical electronic health record systems desirable (axiUm, Dentrix).
4. Experience in a group practice or dental school clinic setting

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job.

1. Work performed is primarily general office/administrative with frequent use of computer keyboard and phone.
2. Requires sitting majority of the working day; occasional standing, bending and walking.
3. Occasional lifting of up to 15 pounds should be anticipated.

Hiring Range 29.81 hourly
Background Check Statement

Applicants who are selected as final possible candidates must be able to pass a criminal background check

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application