About Cape Cod Community College:
Cape Cod Community
College is a place of personal discovery, enrichment, and
professional development for those just beginning the quest and for
those at many points along the path of higher education throughout
life. It is a caring, comprehensive institution that belongs to the
people it serves and responds to their individual and community
needs. Students attending Cape Cod Community College are striving
for personal excellence, and are finding it, day after day.
Graduates of the College can be found in all levels of private
business, the professions, and public service, and they excel at
what they do.
For students seeking to lay a foundation for further study, there
is no better place to begin than at Cape Cod Community College. In
today's highly competitive market place, the well prepared transfer
student is the most aggressively recruited person in higher
education. For many Cape Cod Community College graduates, that
Associate Degree opens the door to institutions that were just not
an option after high school. And, when you consider the savings in
the overall cost of a four-year degree at either a public or a
private university, starting at Cape Cod Community College becomes
an incredible bargain that blends quality with unmatched
value.
The students' education is the first priority at Cape Cod Community
College. As a learning-centered community, we value the
contributions of a diverse population, welcome open inquiry, and
promote mutual respect. The College offers a strong educational
foundation of critical and creative thinking, communication
competency, and a global, multicultural perspective that prepares
students for life and work in the 21st century. Our liberal arts,
sciences, and career programs provide educational pathways that
serve the varied social, economic, and demographic characteristics
of our community with a distinctive focus on sustainability. We
honor our past, celebrate our present and imagine our future.
Job Description:
GENERAL STATEMENT OF RESPONSIBILITIES:
The Administrative Assistant II is responsible for the day-to-day
operations of the Dental Clinic and Dental Sciences Programs, with
primary focus on patient services, student support, scheduling,
electronic patient records, and clinic operations. This role serves
as a primary point of contact for patients and students and works
collaboratively with faculty and staff to support an organized,
welcoming, and efficient clinical learning environment.
EXAMPLES OF DUTIES:
Day-to-Day Office Administration - Wilkens Dental
Clinic:
- Serve as a primary point of contact for patients by phone,
email, and in person.
Schedule, confirm, cancel, and reschedule patient
appointments.
Welcome and check in patients, verify demographics, and update
patient information.
Maintain cancellation, recall, and new patient lists to support
full clinic schedules.
Coordinate daily patient flow and communicate scheduling
changes to students and faculty.
Send, receive, and process patient radiographs, referrals,
medical clearances, and related documentation.
Maintain a professional, welcoming, and service-oriented
environment for patients, students, and visitors.
Dental Software and Patient Records:
- Maintain accurate patient schedules and electronic records
using Ascend dental software.
- Upload medical histories, radiographs, referrals, clearances,
and other patient documents.
- Maintain patient recall information and assist with continuity
of care.
- Monitor and update patient demographic and contact
information.
- Assist with tracking patient classifications and clinical needs
to support student requirements.
- Maintain confidentiality and accurate patient records in
accordance with HIPAA and College requirements.
Student & Faculty Support:
- Serve as an administrative resource for Dental Hygiene students
during clinical operations.
- Communicate with students regarding patient appointments,
cancellations, and scheduling changes.
- Assist students with maintaining patient schedules needed to
meet clinical requirements.
- Support faculty with patient assignments, daily schedules, and
clinic flow.
- Maintain student service-hour logs and other assigned clinical
records.
- Assist with student orientation, required documentation, and
program activities.
- Respond to student questions and appropriately refer academic
or clinical concerns to faculty or program leadership.
Financial & End-of-Day Duties:
- Review daily procedures and payments for accurate posting in
Ascend.
- Process patient payments, approved discounts, and write-offs
according to college procedures.
- Prepare end-of-day collection and transaction reports.
- Reconcile daily reports and balances.
- Batch credit-card transactions and prepare deposit
documentation.
- Assist with follow-up of outstanding patient balances as
appropriate.
Program & Clinic Operations Support:
- Maintain office supply inventory and assist with purchasing,
invoices, and requisitions as assigned.
- Assist with student program materials, calendars, orientation
activities, and communications.
- Support community outreach, patient recruitment, and special
clinic events.
- Maintain organized electronic and paper clinic/program
records.
- Assist with accreditation documentation, surveys, reports, and
record organization.
- Participate in Dental Sciences meetings and College training as
required.
- Provide administrative support to Dental Sciences
leadership.
- Perform other related duties as assigned.
Requirements:
MINIMUM QUALIFICATIONS :
- Three (3) years of full-time, or equivalent part-time,
experience in office management, office administration, business
administration or business management, or any equivalent
combination of the required experience and the following
substitutions; (a) Associate or higher degree with a major related
to business administration, business management or public
administration may be substituted for the required experience; or
(b) Associate or higher degree with a major other than in business
administration, business management or public administration may be
substituted for a maximum of one year of the required
experience.
- Demonstrated ability to communicate in oral and written
expression.
- Proficiency working with Windows-based office software such as
MS Office, Excel, Word and Access.
- Experience and proficiency working with dental/health
management software.
- Detail-oriented self-starter with strong organizational skills
and ability to multi-task.
- Ability to accept new procedures and adapt to changes in dental
sciences education.
- Ability to work in a team environment and communicate in a
professional manner with the public, faculty, staff, and
students.
- Unrestricted authorization to work in the United States.
ADDITIONAL PREFERRED QUALIFICATIONS:
Experience managing a dental practice.
Equivalency Statement
Applicants who do not meet the qualifications as noted above are
encouraged to upload a separate statement to define precisely how
their background and experience have prepared them with the
equivalent combination of education, training, and experience
required for the responsibilities of this position.
Additional Information:
COMPENSATION : Starting annual salary of $62,547 (Grade 17,
Step I). Full time (37.5 hours/week) AFSCME Unit Position.
Candidates may qualify for placement above entry-level salary if
currently employed in the State system. A copy of the full State
Classification Specification for Administrative Assistant II is
available in the Office of Human Resources, or at Massachusetts
Department of Higher Education. Includes participation in a
comprehensive employee benefits program including membership in the
Massachusetts State Employees' Retirement System.
APPLICATION DEADLINE: September 20, 2026
Please visit our website at
www.capecod.edu for information on
Cape Cod Community College.
This appointment is subject to the FY2027 budget
appropriations.
Appointment subject to SORI (Sex Offender Registry
Information), publicly accessible Massachusetts CORI (Criminal
Offender Record Information) and national background
checks.
The College cannot consider candidates who do not have
unrestricted authorization to work in the United States
.
Cape Cod Community College is an affirmative action/equal
opportunity employer and does not discriminate on the basis of
race, color, national origin, sex, disability, religion, age,
veteran status, genetic information, gender identity or sexual
orientation in its programs and activities as required by Title IX
of the Educational Amendments of 1972, the Americans with
Disabilities Act of 1990, Section 504 of the Rehabilitation Act of
1973, Title VII of the Civil Rights Act of 1964, and other
applicable statues and College policies. The College prohibits
sexual harassment, including sexual violence. Inquiries or
complaints concerning discrimination, harassment, retaliation or
sexual violence shall be referred to the College's Affirmative
Action/Title IX Coordinator, the Massachusetts Commission Against
Discrimination, the Equal Employment Opportunities Commission or
the United States Department of Education's Office for Civil
Rights.
Application Instructions:
**ALL APPLICATION MATERIALS MUST BE SUBMITTED ELECTRONICALLY IN
ORDER TO BE CONSIDERED.**
Begin the online application process by going to the
APPLY
NOW link. During the process you will be given an opportunity
to
upload required documents :
a cover
letter addressing how you meet the minimum requirements of the
position
and resume (failure to submit requested
documents may result in disqualification). Please note that
finalist candidates will be asked to provide three current
professional letters of reference and transcripts.
See the
FAQ for using our online system. Please
contact us if you need assistance applying
through this website.
Returning Applicants -
Login to your Cape Cod Community College Careers
Account to check your completed application.