The Administrative Clinic Coordinator assists the Clinical Director in managing and overseeing the daily clinical activities, finances for the Dental Health Center, and managing the clinical teaching activities of the Digital and Operative Programs for the Division of Postdoctoral Prosthodontics. They will serve as the contact person for all clinical matters which include residents, vendors, and the universities administrative staff. They will support the program by working closely with the front desk personnel, faculty and residents to ensure that the clinic is running smoothly.
Program (Digital and Operative) and Dental Health Center Faculty Support
Provide administrative support to all Digital and Operative faculty for their didactic needs which include but are not limited to assisting in the creation and preparation of presentations, slides, lectures and other publication material; providing course related materials and resources needed; preparing and proofing correspondences; arranging faculty meetings - Ongoing
Edit and maintain DHC manuals
Coordinate and consult with Prosthodontic Administrative Manager rotations for residents with extramural sites as well as internal rotations which includes credentialing paperwork needed for the rotations;
Coordinate with the Prosthodontic Program Director and/or the Prosthodontic Administrative Manager to fulfill program needs for scheduling on-site lectures and course dates and times with course directors; schedules room space for residents and assists with logistics of lectures, seminars and outside presentations. - Quarterly
Handles A/V requests and any other needs of course director - Ongoing
Cover Clinic Care Supervisor as needed to ensure lab cases and implant parts are processed in timely fashion
Act as a liaison between DHC staff and the Director of the Clinic in the absence of the Practice Manager. - Ongoing
Prepare, transcribe, compose, edit and distribute meeting minutes and agendas of meetings; administer and attend to mailing information, email, phone numbers, etc. scheduling, travel planning and proofing all correspondence for the Clinical Director; maintain and schedule Clinic Directors Schedule- Ongoing
Coordinates and performs a range of operational support activities for the program - Ongoing
Work with Clinical and Program Director finalizing new hire faculty offer letters and completing the new hire packets for the Office of the Dean - Ongoing
Administer and coordinate the DHC and the Digital and Operative Programs Record Review Process with the Program Faculty. Provide faculty with information that is required for the Quality Assurance Committee meetings and collect and present information to the Program Director- Quarterly
Co-administer the annual Resident Orientation with the Prosthodontic Department and Prosthodontic Program Director working closely with clinical Practice Manager and Clinical Affairs for content delivery
Collaborate with Clinic Director in the development and monitoring of DHC annual budget and goals which is approximately $1million - Annual/Monthly
Create and prepare monthly financial reporting - Monthly
Reconcile American Express Account - Monthly
Reconcile lab invoices and send to accounts payable - Monthly
Manage and maintain vendor relationships for dental and non-dental supplies - Monthly
Monitor and order supplies as needed for dept. and for clinic - Weekly/Monthly
Track, monitor and analyze the spend on the various dental material used for the Digital and Operative programs to ensure that it does not exceed the budgeted amount;
Perform budget related activities to ensure proper spend of supplies, and all expenses related to Dental Health Center Clinic supplies and expenses
Bachelor's degree and 3-5 years of experience required.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Internal Number: 5126
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