Shire Jobs

POSITION OBJECTIVE  Working under general direction, the Department Assistant 2 will oversee general operations of the Student Services office by providing professional support to the Associate Dean of Student Affairs, the Director of Student Services and the Registrar/Financial Aid. This position will handle confidential student information, which may include grades. This position also requires contact with both internal and external organizations. ESSENTIAL FUNCTIONS  1. Serve as clerical support for the Associate Dean of Student Affairs, the Director of Student Services and the Registrar. This includes management of calendars and confidential student information. Assist the Registrar with maintenance of internal class lists, including the student¿s proper name, preferred name and unique clinic ID number. Distribute mail, school notices, etc. Serve as one of the managers of moderated student list serves. Initiate and follow up on correspondence with external resources; draft, proofread and edit correspondence for the department as requested. Maintain spreadsheets and other office services as needed. Facilitate SIS access to the Departmental Administration Center for personal and academic student information. (20%) 2. Maintain accounting/bookkeeping records. Responsible for the department procurement card orders and monthly verification of charges. Submit monthly reports to the school¿s P-card administrator on a timely basis. Prepare requisitions, reimbursements, payment requests, E-Procurement, maintaining invoices and receipts for department charges and expenses. Prepare annual requests for payment of Student Instrument Kits with an approximate value of $1,000,000. The invoice must be reconciled against fee withholdings to approve for payment, any discrepancies must be reported to the Office of Finance Business Manager. (18%) 3. Assist the Associate Dean with maintenance, collection and distribution of all pre-clinical cassettes for D1and D2 students. This includes individual cassettes for individual students for each lab course. An annual audit of instruments will be required, current value of these instruments is $250,000. Schedule annual instrument maintenance checks with the vendor. (10%) 4. Freshmen Orientation: Assist the Director of Student Services and the Director of Admissions with various presentations and functions during the orientation events. Duties include the fitting and ordering of scrubs for incoming D1 students, responsible for assignment of lockers including the distribution of keys, locks and assignment of SIM Clinic Stations. (8%) 5. White Coat Ceremony: Organize and coordinate the Dental School White Coat Ceremony for the incoming first year class. Coordinate speaker schedules; arrange appropriate facilities for the event; provide a proper size ¿white coat¿ for each incoming student and selected faculty as needed. Schedule and supervise ushers. Coordinate facility set up for the white coat ceremony which requires several hours of physical effort. Arrange the printing, framing and distribution of the official white coat photograph to dental school archive, students and selected faculty. (8%) 6. Senior Awards: Coordinate all senior awards, distribute and tabulate ballots; secure appropriate prizes for the awardees; and coordinate with organizations providing awards. This effort requires preparation starting in January. Set up awards for presentation at the awards dinner. Request checks for school-based awards. Work with the Finance Office to acquire checks for awards that originate through Endowed Funds. Prepare list for publication in Commencement Book. (8%) 7. Student Health Records: Process confidential information, assure compliance with federal, state and local regulations concerning the maintenance of student immunization records, i.e., Hepatitis B, TB. By law, these records must be complete and on file in the Office of Student Services. This responsibilit