Administrative Assistant II (School of Dentistry Student Affairs & Admissions)

Department: Location: Health Sciences Center Time Type: Full time Worker Type: Regular Job Req ID: R109292 Minimum Requirements: High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience. Grade 2 (Hourly) Position Description: The Administrative Assistant II position will provide in-person administrative support to the Office of Student Affairs and Admissions within the School of Dentistry. Responsibilities include application processing, interview coordination, room scheduling, admissions support, and a variety of student service functions. The successful candidate must possess excellent customer service skills and proficiency in Microsoft Word and Excel, as they will support daily office operations and serve as a primary point of contact by providing both telephone and in-person reception services. Experience with, or exposure to, web-based software and data management systems is strongly preferred. This position will also serve as a resource for faculty, staff, and students by providing guidance on current University policies and procedures related to student services. Additional responsibilities include managing application and admissions data, preparing reports, distributing information to students, faculty, and staff, assisting with financial transactions, responding to inquiries, and maintaining website content and digital display communications. The selected candidate will assist with the planning and execution of special events and perform a variety of administrative and clerical duties of this office, including document preparation, filing, records management, and other office support functions as needed. Benefits – The University of Louisville has an exceptional benefits package; to learn more about our benefits please visit here. Essential Duties and Responsibilities Provides administrative and organizational support for the Office of Admissions and Student Affairs. Manage application and admissions data, including data entry, record maintenance, report generation, and file management. Serve as a primary point of contact for students, faculty, staff, and visitors by responding to inquiries and providing reception and customer service support. Support student services by scheduling appointments, record keeping, coordinating room reservations through 25Live, proctoring examinations, verifying transcripts, and assisting with student enrollment processes. Prepare presentations, take photographs, record meeting minutes, and assist with interview days, orientations, and other student-related events. Utilize PeopleSoft to verify submission of graduate student enrollment documents and process manual enrollment for School of Dentistry graduate students. Provide administrative support for undergraduate admissions processes, including Upper Division Dental Hygiene application processing. Process and maintain financial transactions and records, including purchase orders, procurement card reconciliations, travel reimbursements, and other related documentation. Create and maintain digital signage, event flyers, and a weekly calendar of events for the School of Dentistry. Coordinate logistics and production needs for special events and programs. Manage recruitment planning activities, including mailings, event tracking, and follow-up communications for admissions recruiters. Support approximately 50 recruitment events annually. Monitor and maintain an adequate inventory of recruitment materials and promotional items throughout the recruitment cycle. Update and maintain website content to ensure information is accurate and current. Assist with marketing and communication initiatives by gathering photographs, preparing presentations, creating welcome messages, and supporting promotional publications and materials. Organize and maintain office and storage areas within the Office of Student Affairs. Perform other related duties and special projects as assigned. Target Compensation Maximum: $26.03 Target Compensation Minimum: $17.35 Compensation will be commensurate to candidate experience. Equal Employment Opportunity The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion. Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions. Assistance and Accommodations Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292. If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.