A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The Administrative Assistant Senior provides vital administrative and project support to faculty, leadership, residents, and staff within a dynamic academic and clinical environment. This role encompasses both clerical and academic operations and requires excellent judgment, discretion, and the ability to manage multiple priorities with precision.
This position plays a key role in ensuring the smooth and efficient operation of departmental functions, delivering exceptional customer service, and fostering strong internal and external relationships. The Administrative Assistant Senior supports OMFS staff and faculty across Michigan Medicine (MM) and the School of Dentistry (SoD), contributing to the department's mission, research, academic programs, and patient care initiatives.
50% - Administrative, Clerical Assistant Support
Calendar, Travel, and Office Management
- Manage complex calendars and schedules for faculty and department leadership, including didactic sessions, appointments, and meetings.
- Coordinate domestic and international travel arrangements; prepare and process travel, hosting, and tuition support requests.
- Submit accurate reimbursements and expense reports in compliance with university policies.
- Order and maintain office and clinic supplies; manage dental laboratory invoices and ensure inventory availability.
- Process reimbursements for faculty, staff, and residents.
- Reconcile PCard transactions in line with university policies and procedures.
Communications and Event Support
- Draft, edit, and distribute professional memos, departmental communications, and official correspondence.
- Coordinate logistics for departmental events including conferences, meetings, luncheons, and graduation activities.
- Register faculty for continuing education, conferences, managing membership dues payments.
Credentialing and Compliance
- Assist with preparation and routing of faculty credentialing and reappointment packets.
- Support compliance processes including professional licensure and certification renewals, Cornerstone training completions, and required documentation tracking.
- Other duties as assigned.
50% - Academic Support
Clinic Rotations and Competency Tracking
- Prepare and manage schedules, calendars, and clinical rotations for D3 and D4 students.
- Track attendance and schedule sessions.
- Maintain and update competency records; notify students of deficiencies and coordinate remediation.
Course and Curriculum Management
- Prepare, update, and maintain syllabi for courses in compliance with CODA standards.
- Build and manage Canvas course sites (syllabi, schedules, modules, assignments, quizzes, exams).
- Proctor midterm and final exams as needed.
Academic Monitoring and Student Support
- Monitor and report student grade deficiencies, support Academic Review Board processes and remediation tracking.
- Coordinate Oral Surgery Selective Rotations with internal/external partners (e.g., SoD, Michigan Medicine, Dr. Bonine, Dr. Betts); ensure proper staffing and provide backup coverage when needed.
Student Engagement and Special Programs
- Serve as liaison for the Oral Surgery Student Study Club; organize workshops, events, and secure room reservations.
- Present on professional development topics such as CV writing, personal statements, and interview preparation for students interested in Oral Surgery.
- Coordinate the Cadaver Surgical Anatomy course: manage scheduling, cadaver ordering, instrumentation, Canvas setup, and lab access.
- A minimum of 4 years in advanced administration or relevant business experience in an assistant/academic capacity.
- Strong organizational skills with keen attention to detail and critical thinking.
- Ability to manage multiple priorities with discretion and adaptability.
- Excellent attendance record, written, verbal, and interpersonal communication skills.
- Proficiency in Microsoft Office Suite, Zoom, and other relevant platforms.
- Associates degree or equivalent combination of education and experience.
- Comprehensive knowledge of organization's policies and practices.
- Previous experience working in an academic medical institution or similar setting.
- Proficiency in Emburse, MPathways, Canvas, OPS, Axium.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
MDentistry: Advancing Health Through Education, Service, Research and Discovery.
MDentistry Values: Compassion, Leadership, Excellence, Responsibility,Trust,Creativity, and Inclusion.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by: -Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences. -Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal employment opportunity employer.
