To manage the assigned projects, programs and activities directed by the Associate Director of Staff Administration and Operations and the Director of Finance and Operations. Serve as a cross-functional team member of the Dean’s Office participating in and supporting many activities in human resource operations for the dental school. Will serve as a back-up resource for the Associate Director of Staff Administration and Operations when needed in certain staff capacities regarding staffing and new hires.
Faculty Services Support: Support the Office of Faculty Services at GSDM by providing administrative support to Director. Responsibilities will include processing faculty appointments, faculty immigration paperwork, assisting with faculty annual review process, faculty academic credentialing and onboarding.
GSDM Dean's Recommendation Letters for GSDM Fourth Year students applying for postdoctoral programs, through the American Dental Education Association/PASS and through Match systems (Heaviest Volume: May to December) and for scholarships and post graduate study programs through United States Armed Forces and Medical & Dental Foundations, nationally and internationally: Collect data, process recommendation letters with forms, submit and track all submissions. Meet with students individually as needed.
Transactions and Process: Assist with SAP transactional items such as the creation and maintaining of position descriptions; processing personnel transactions;approving payroll under the direction and review of the Associate Director of Staff Administration and Operations and the Director of Faculty Services; Maintain record of new hires and terminations of dental school employees through the generation of SAP new hire and term reports; distribute new hire and term reports accordingly
Training: Under the direction and guidance of the Associate Director, coordinate and monitor the CPR training for faculty and staff ; Set-up, coordinate and monitor annual flu clinics and quarterly TB clinics; provide CPR and TB compliance to Quality Assurance Manager. Coordinate and monitor other training for staff -as an example new manager training, anti-harassment training, interview skills training and others identified through the Applied Strategic Planning Goals.
Participate in HR and Operations projects as needed; set-up schedule for bi-monthly manager meeting and send out meeting invites and reminders for this meeting; other duties as assigned; Oversee the exit interview process for staff employees which includes meeting with departing employee to discuss the feedback provided on the exit interview form - also log all responses from departing employees into Feedback Tracking Database which gathers and identifies common themes.
Data Entry/Data Maintenance: Serve as time tracking administrator for GSDM exempt employees: Manage and oversee the collection, recording, tracking and processing adjustments to Time Matters sick/vacation accrual database for exempt level employees each month by providing direction and guidance to administrative assistant who will be responsible for the data collection and data entry.
Staff Performance Review: act as the single point of contact to collect, log, record and monitor employee submission of their annual performance review
Must have a Bachelor’s Degree and 3-5 years of relevant experience.