Position Introduction:

The Senior Administrative Support Specialist provides advanced administrative, operational, and customer service support for the Comprehensive Care, Endodontics, and Operative Dentistry divisions within the OU College of Dentistry. This position serves as a key resource for faculty, staff, residents, and students by coordinating daily operations, managing departmental processes, supporting academic and clinical activities, and ensuring efficient communication across multiple areas. The incumbent exercises independent judgment, maintains confidential information, and contributes to the effective functioning of the divisions through organization, problem-solving, and attention to detail.

Duties include, but are not limited to:

• Coordinate and manage calendars, meetings, appointments, travel arrangements, and special events.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other administrative documents.
• Serve as a primary point of contact for faculty, staff, and students, responding to inquiries and directing requests appropriately.
• Assist with faculty and staff onboarding, departmental processes, credentialing documentation, timesheets, and personnel records maintenance.
• Coordinate schedules for educational, clinical, and departmental activities while ensuring efficient use of resources and facilities.
• Maintain departmental records, databases, and filing systems in compliance with university and regulatory requirements.
• Process purchasing requests, invoices, reimbursement forms, and other financial transactions in accordance with university policies and procedures.
• Assist Division Heads by inputting assignments, quizzes and exams in Canvas along with proctor Division exams, as needed.
• Support educational programs, accreditation requirements, and special projects by gathering information, preparing documentation, and coordinating logistics.
• Facilitate communication among faculty, staff, students, residents, and clinical support personnel to ensure smooth departmental operations.
• Assist in tracking departmental data, compiling reports, and maintaining records related to educational and clinical activities. - Maintain confidentiality of personnel, student, and university information.
• Identify operational efficiencies and recommend process improvements to support departmental goals.
• Perform other duties as assigned to support the mission and objectives of the OU College of Dentistry.

Required Education and Experience:

• High School Diploma or GED.
• 24 months office, clerical, or administrative experience

Required Knowledge, Skills, Abilities:

• Knowledge of office procedures
• General office and customer service skills
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented for accuracy of data and information
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations
• Ability to communicate verbally and in writing
• Ability to travel between work sites as needed

Required Certifications and Licenses:

• Valid driver's license may be required for work in certain areas for the performance of specific job duties.