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Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We’re always looking for highly talented individuals to join our team – people who think big, care deeply, and believe in being the difference in their work and community.  

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.   

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Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% university match, generous time off package, and tuition benefits for employees, spouses, and dependents with no payback requirement!  For more information, please view the Total Rewards Guide.   

This is your next opportunity to join an organization that invests in their employees’ career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion. 
 
The Administrative Assistant II role works closely with their leader to coordinate the administration of the School of Dentistry’s current and future graduate programs. Essential duties include processing admissions, database development and management, record keeping, data retrieval, preparation of academic reports, and communication with a range of Marquette University and external entities. This role ensures compliance with institutional, state, and Commission on Dental Accreditation (CODA) guidelines and supports faculty, residents, and staff to maintain an efficient and effective educational environment.

1. Coordinate and manage administrative aspects of the graduate dental education programs, including:

• Administer course scheduling including updates and room scheduling in coordination with Program Directors.

• Build courses for grad programs.

• Assign course directors for all core curricula courses and manage grade submission.

• Interface with the Office of the Registrar on all resident registration matters including program bulletins.

• Maintain up-to-date program documentation including course schedules, calendars, resident evaluations, faculty teaching records, and accreditation materials

• Address resident concerns regarding course registration issues. Manage international student visa issues with other University offices.

• Create quizzes and exams in D2L. Update exam availability dates. Edit and publish grades to the gradebook.

• Manage day-to-day resident affairs, including attendance tracking, licensure paperwork, and certification documentation. Provide administrative support for the After Hours On-Call Emergency Program for residents.

• Maintain MS program manual, research protocol forms, advising sheet, etc. Review annually for updates.

• Provide training and support for Program Directors and program staff related to graduate school requirements and forms.


2. Assist with recruitment, admissions, onboarding, and orientation of residents for all graduate programs. Oversee Orientation Program schedule and recruit speakers. Coordinate graduation events for all graduate programs.


3. Assist with administrative duties related to developing future dental graduate programs such as dental observer ships, fellowships, and new residency programs.


4. Support graduate program directors with administrative tasks as needed


5. Ensure compliance with Commission on Dental Accreditation (CODA) standards and assist with preparation and coordination of site visits. In collaboration with the Program Directors, ensure CODA annual reports are completed and filed appropriately.


6. Coordinate meetings, prepare agendas, and record meeting minutes for program committees or advisory boards. Support continuing educational activities or scholarly events associated with the graduate program (i.e. Research Day)


7. Assist in managing program budgets, including resident travel reimbursements, supply ordering, and vendor invoices. Responsible for basic financial /budget activities within department/college. May include P-card responsibilities.

High school diploma or equivalent

A minimum of 2 years of administrative or program coordination experience in academic setting

Strong project management skills, proficiency in Microsoft Office, excellent written and verbal communication skills, high level of accuracy, critical thinking skills.

Work independently and as part of a team with minimal supervision, handle confidential and sensitive information with discretion and professionalism, maintain composure and problem-solve in fast-paced, dynamic environment.

Ability to navigate and work effectively across departments and external organizations, adapt to changes in program requirements, technology platforms, and institutional policies, and contribute to continuous quality improvement efforts.

Bachelor’ degree

Knowledge of dental academic program administration, familiarity with accreditation standards and procedures, particularly CODA, understanding of residency or postdoctoral education processes such as admissions, licensure, & certification.

Understanding of dental licensure and credentialing requirements, knowledge of centralized application and placement services.

Experience with Axium, compiling data, facilitating meetings, preparing minutes and tracking follow-up items.

Experience with graduate or health professions education, familiarity with CODA accreditation standards, knowledge of FERPA, HIPPA, and other relevant regulations

It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.