The Principal Office and Administrative Specialist (Office and Purchasing Assistant) is part of the Clinical Systems administrative team that is vital to the mission of the School of Dentistry. The person in this role is the first point of contact in the Associate Dean’s office for faculty, students, staff and the public. This position performs basic office and administrative tasks, while also ensuring product is received and invoices are paid. Strong customer service and interpersonal skills, along with a willingness to learn multiple University systems is essential to this role.
Purchase office supplies for all of Clinical Systems operational staff. This includes the Associate Dean’s office, dental assistants, billing/insurance staff, and scheduling staff. Order via UMarket, PO, non-PO process, and PCard, in accordance with School and University policies.
Receive shipments; distribute/deliver throughout clinics.
Follow financial procedures to pay invoices as requested.
Receive POs, process payment for Clinical Systems purchases.
Notify purchase requestors of any vendor communication; investigate discrepancies.
Follow financial procedures to deposit accounts receivable as requested.
Process/assist with expense and travel reimbursements.
Reconcile purchasing cards for Clinical Systems
Office Support (40%)
Act as first point of contact for the Associate Dean’s office. Direct students, faculty, visitors via phone and in person. Ensure inquiries/requests are appropriately addressed.
Create and maintain department contact and reference lists.
Provide calendar support for Associate Dean and department vacation/absence, yearly events calendars.
Ensure regular mail and package pick-up and delivery via FedEx, UPS, USPS; receive and distribute mail for 8th floor.
Maintain office filing (electronic and physical). Scan, file and make copies as needed.
Route forms for appropriate signatures; track to ensure approval process is completed.
Serve as first contact troubleshooting for maintenance of office equipment.
Event support as needed.
Other duties as assigned (5%)
Salary Range: $15.69 to $22.47 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some years of experience.
Demonstrated proficiency/experience in word processing, spreadsheets, and database software with Microsoft Office and Google applications (Microsoft Word, Excel; Google Docs, Sheets)
Experience preparing and processing accounting and business documents (i.e., purchasing, travel).
Demonstrated organizational skills.
Attention to detail is a must.
Demonstrated ability to accurately and clearly communicate.
Must be punctual and demonstrate regular, reliable and prompt attendance.
Demonstrated ability to take initiative and work both independently and as part of a team.
Must be detailed and customer-service oriented.
Strong people skills, including effective verbal, written and interpersonal communication.
Ability to keyboard fast and accurately, minimum 60 words per minute.
Demonstrated ability to handle sensitive or confidential information.
Experience working with diverse groups.
Experience working in an academic healthcare setting.
Internal Number: 333341
About University of Minnesota, Twin Cities
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