Administrative Assistant & Residency Coordinator, Department of Pediatric Dentistry
Virginia Commonwealth University
Richmond, VA
Full-time
Administration / Clerical
Posted on May 19, 2023
Summary:
Virginia Commonwealth University (VCU) School of Dentistry is seeking a full-time Administrative Assistant and Residency Coordinator in the Department of Pediatric Dentistry to provide administrative support for the Department's Program Director for the Advanced Education in Pediatric Dentistry Residency Program, Director of Pre-Doctoral Education, and approximately 12 residents and interns. This position also has administrative responsibilities for the Chair of Pediatric Dentistry, the Department's full time Teaching and Research faculty as well as part time adjunct faculty.
Position Responsibilities:
- Provides administrative support to all faculty, to include the Department Chair, Residency Program Director, and the Director of Pre-Doctoral Education.
- Acts as the primary coordinator and support person for the Pediatric Dentistry residency program, to include the applicant recruitment process, interview process and events, resident orientation and onboarding paperwork through collaboration with Graduate Medical Education (GME) Administration, coordination of off-site rotations, research project support and thesis defense presentations, travel and outreach activities, and graduation and special events.
- Manages all required documentation within GME's New Innovations.
- Verifies residency for program graduates for employers and insurers.
- Coordinates all aspects of department's residency externship program, to include reservations, contracts, onboarding, and all communications.
- In coordination with the Department Chair and the Program Director, publishes monthly on-call schedule for residents and faculty, communicates with Telepage and leads the production and distribution of department newsletter.
- Supports the department's daily operations by coordinating the purchase and maintenance of equipment and supplies as well as the receipt and distribution of mail.
- Coordinates faculty and residents travel plans and reservations; prepares and submits travel authorizations and reimbursements.
- Assists with grant and research project preparation/submissions as needed.
- Acts as dental student rotation coordinator, supporting the pre-doctoral program director as needed.
- Performs other duties as assigned.
- College degree or equivalent related job experience or training.
- Exceptional organizational skills and ability to multitask.
- Excellent computer skills.
- Excellent oral and written communication skills, as well as interpersonal and customer relations skills.
- Strong attention to detail.
- Ability to perform at a high level with limited supervision and to exercise independent judgment and problem solving.
- High level of comfort working as part of a team.
- Ability to work in a fast-paced environment with changing priorities and competing demands.
- Demonstrated administrative support experience and experience with maintaining records.
- Experience coordinating and maintaining multiple calendars.
- Demonstrated experience working in and fostering a diverse faculty, staff, and student environment, or commitment to do so as a staff member at VCU.
- Experience working with Google & Microsoft applications.
- Experience working with New Innovations and residency programs.
- Experience working in an academic and/or medical setting, with previous dental experience preferred.
Position Details:
Department: School of Dentistry - Department of Pediatric Dentistry
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt
Contact Information:
Contact Name: Dr. Duane R. Schafer
Contact Email: drschafer@vcu.edu
Contact Phone: (804) 828-5687