Draft, edit, and proofread correspondence, reports, agendas, proposals, contracts, and other departmental documents.
Edit transcriptions and prepare professional communications and presentations.
Coordinate and manage clinical and office schedules using Outlook.
Schedule and coordinate meetings, conferences, and domestic and international travel arrangements.
Serve as a liaison with off-site clinics to ensure efficient utilization of the Department Chair's time.
Coordinate and co-facilitate weekly departmental meetings.
Coordinate monthly faculty meetings and related communications.
Assist the Department Chair with course master responsibilities.
Post lectures and course materials using Canvas.
Prepare examinations, post grades, and maintain student attendance records.
Serve as the department office manager and oversee daily administrative operations.
Ensure departmental processes and procedures comply with department, school, university, and regulatory requirements.
Represent the department at school and university meetings and functions.
Assist with departmental events and activities, including alumni relations, graduation ceremonies, Grand Rounds, guest lectures, and special programs.
Maintain departmental records, databases, and financial information.
Prepare, analyze, and distribute a variety of administrative, operational, and financial reports.
Supervise, mentor, coach, and evaluate the performance of departmental administrative staff.
Facilitate weekly staff meetings and ensure equitable distribution of workloads and responsibilities.
Oversee staff training, cross-training initiatives, and professional development activities.
Promote collaboration, teamwork, and operational efficiency across departmental functions.
Facilitate faculty and staff recruitment and hiring processes, including advertising positions, screening applications, coordinating interviews, and processing hiring documentation.
Coordinate with international offices regarding visa sponsorship and related employment requirements.
Maintain employee records and ensure completion of required training and compliance programs.
Track continuing education (CE) requirements and maintain related documentation.
Maintain faculty curriculum vitae (CVs), including updates to PubMed and other applicable systems.
Ensure faculty licensure, certifications, credentials, and hospital privileges remain current and compliant.
Manage faculty search processes, including supporting search committees, placing advertisements, and coordinating interview schedules.
Perform other duties as assigned.
Proficient in all Microsoft Office applications, particularly Word, PowerPoint, and Excel.
Working knowledge of Canvas and Oracle preferred.
Excellent organizational, interpersonal, verbal, and written communication skills.
Ability to serve as a facilitator, team player, and leader while demonstrating unquestioned personal and professional integrity.
Demonstrated ability to work independently, prioritize responsibilities, manage office operations, solve problems effectively, and exercise sound judgment in decision-making.
Proven ability to take initiative, anticipate needs, and ensure the efficient operation of a busy administrative environment.
Ability to type a minimum of 50 words per minute.
Ability to maintain records, filing systems, and confidential information with a high degree of accuracy.
Ability to read, write, proofread, and perform minor editing of routine correspondence and other business documents.
Ability to manage and coordinate the Department Chair's calendar, schedules, meetings, and special events.
Ability to schedule and coordinate complex group meetings, lectureships, faculty appointments, and other departmental activities.
Ability to coordinate limited patient-care correspondence and departmental financial data in collaboration with HSF.
Ability to coordinate faculty hospital privilege appointments, renewals, and reviews.
Ability to supervise, develop, and support administrative personnel.
Ability to access, organize, identify, and resolve scheduling conflicts involving clinic operations, operating room schedules, travel, lectures, and meetings across UAB School of Dentistry and UAB Medicine calendars.
Ability to develop, implement, and organize workflows that enable administrative staff to proactively identify and meet departmental deadlines throughout the year.
Ability to foster and maintain a culture of excellence, professionalism, teamwork, and customer service within the administrative team.
Medical office and/or academic clinical experience preferred.
Knowledge of HSF processes and UAB Human Resources policies and procedures preferred.
