Academic Assistant I
Job Description:Establishes contracts for newly admitted /residents for the Advanced Education in General Dentistry (AEGD) program in Hialeah, Advanced Education in General Dentistry program in Seminole, Endodontics, Oral Pathology, Oral Radiology, Pediatric Dentistry in Naples, and Operative and Esthetic Dentistry. This includes all required matriculation documentation including but not limited to contracts, final transcripts; board results; basic life support certification; permit application. Submit and manage I20 request to the University of Florida International Center for international students. Coordinates admittance with graduate school for residents selected for the Advanced Education in General Dentistry program in Hialeah and Endodontics; including transfer of credits and back up for certification for graduation. Registers Advanced Education in General Dentistry program in Hialeah and Endodontic via ONE.UF administration computer program and internal college registration for residents in Advanced Education in General Dentistry program in Seminole, Oral Pathology, Oral Radiology, Pediatric Dentistry in Naples, and Operative Dentistry each semester. Advises students of any holds impeding registration. Manages all student files; ensures confidential record keeping and accuracy of all documents for all students and scans files upon completion for Hialeah, Endodontic, Oral Pathology, Oral Radiology, Pediatric Dentistry in Naples, Operative and Esthetic Dentistry, and Seminole residents, interns, fellows, and preceptors. Works with the program director of Hialeah, office of admissions, and financial aid to report gainful employment annually. Provides office support to the Administrative Specialist I in the School of Advanced Dental sciences, during peak times and special projects.
Maintains application system in Canvas; including but not limited to creating new pages, updating information annually, and update links with continuing education annually Enter and maintain supervisory committees for Endodontics and Operative and Esthetic Dentistry.
Creates and maintains questionnaires in Qualtrics for program progress surveys and exit surveys. Schedules annual program progress survey meetings with each department and the associate dean of Advanced and Graduate Education. Compile results, and distribute them to the departments and associate dean. Schedules annual exit survey meetings with each department and the associate dean of the Advanced and Graduate Education. Compile results, and distribute them to the departments and associate dean. Creates and maintains faculty evaluations in New Innovations for all twelve Advanced Education programs. Creates and maintains resident evaluations in New Innovations for Advanced Education programs upon request. Create and maintain faculty/course evaluations in Qualtrics. Exports evaluation results and distributes to the program directors.
Manages the process of all loan deferments/enrollment verifications within the School of Advanced Dental Sciences/Advanced and Graduate Education, which includes filling out required forms, stamping signature, attaching enrollment confirmation, copying for file, and mailing/faxing. Confirms past graduates to credentialing authorities when they apply for hospital/licensing privileges. Monitors the clearinghouse tuition payment program in determining whether the student’s loan will be deferred and prepare deferment/certification forms to correct.
Process all human resource actions within the School of Advanced Dental Sciences departments. This includes performing all job actions (hiring, terminations, reclassifications, promotions, etc.) in PeopleSoft and maintain files for employees. Approve and back up for time approval of all staff in the school and staff in departments that are part of the school. Creates UFID for incoming residents, interns, fellows, and preceptors as needed in Identity Management. Confirm students have been cleared by the Student Health Care Center prior to their start date. Upload students and verify their background checks are clear using Certiphi. Request axiUm doctor numbers and dental email accounts for incoming students. Solicit new/renewal permits with the Florida Board of Dentistry.
Responsible for establishing new courses and maintaining courses in Canvas for all advanced education courses each semester. Exporting grades from Canvas and collect department grades. Enter all core course grades into the grade database. Graduate Medical Education (GME), collects signed forms and verifies accuracy of data from each advanced education department. Enters all leave into NI and audits rotations annually.[05%] - Initial contact for the department; this includes answering the department phone, routing calls to the appropriate persons, and greeting guests. Create folders for incoming residents and send to the AEGD programs prior to their start date. Create folders for incoming interns/fellows. Assist with orientation preparation and day of events. Assist with newsletters and annual faculty retreat. Serve as backup to the Administrative Specialist I while out of the office.
Expected Salary:$18.00 - $20.00 per hour
Minimum Requirements:High school diploma or equivalent and two years of relevant experience.
Preferred Qualifications: Excellent oral and written communication skills Ability to work independently Needs to be well organized and capable of meeting deadlines Detail-oriented Ability to work well with departmental offices in the college and on campus; ability to establish and maintain effective and productive working relationships with others Proficient in using specific computer software programs (i.e., Microsoft Office, including Excel, Outlook, Word) Familiar with rules pertaining to the confidentiality of student records Special Instructions to Applicants:To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references. This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No