"Dental Hygiene & Health Professions Office Assistant"

Job Details

The mission of Goodwin University is to educate a diverse student population in a dynamic environment that aligns education, commerce, and community. Our innovative programs of study prepare students for professional careers while promoting lifelong learning and civic responsibility. As a nurturing university community, we challenge students, faculty, staff, and administration to fully realize their highest academic, professional, and personal potential.

This position conducts research, prepares statistical reports, handles information requests, and performs clerical functions such but not limited to preparing correspondence, receiving visitors, scheduling meetings and working with students. This position also functions as a dental office assistant for the Goodwin University 14 chair dental hygiene clinic. It includes working directly with students in creating and maintaining patient schedules.

Essential Job Functions/Primary Responsibilities:

• Handles a wide range of administrative and executive support related tasks and ability to work independently with little or no supervision for multiple health science programs including Dental Hygiene, Medical Assisting, Medical Billing and Coding, Patient Care Associate.
• Prepares accreditation reports for Commission on Dental Accreditation (CODA) and for Medical Assisting Education Review Board (MAERB).
• Expedites purchase orders and assists with the acquisition of program supplies and equipment, along with acquisition of supplies, equipment and repair/maintenance requests in the dental clinic through the Ellucian system.
• Plans, organizes, prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. Accurately maintains student records, forms and registrations, including background checks, DCF checks, drug screening, liability insurance, medical insurance etc.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities and records and takes and transcribes minutes of meetings.
• Prepares memorandums and/or policies outlining and explaining academic procedures and policies to University faculty and staff, monitors compliance.
• Effectively manages day-to-day issues and problems as they arise with high respect for students, staff and faculty, including patient inquiries, requests and complaints.
• Coordinates Program Director’s and Full-time faculty’s schedule and updates calendar accordingly.
• Creates and maintains databases and spreadsheet files. Along with various department records, including employee files.
• Handles telephone, email and fax inquiries and responds as appropriate. Both administratively and within the clinic including medical clearances, dental record release and other correspondence between healthcare providers.
• Assists in the coordination and planning of academic events, projects and accreditation process.
• Reviews and summarizes miscellaneous reports and documents; prepares background documents, sends and receives affiliation agreements with outside educational sites.
• Drafts, prepares, distributes and follows-up with various correspondence.
• Assists in preparing presentations.
• Maintains office supply inventory and coordinates maintenance of office equipment.
• Conducts all work in a safe manner and all work safety practices are followed.

Other Functions:

• Performs similar or related work as required, directed or as situation dictates.
• Continues professional development and training; keeps current with trends and updates in dental compliance.
• Assists other department staff as needed to promote a team effort

Knowledge, Ability and Skill:

• Demonstrated commitment to developing and fostering best practices and policies to promote diversity, equity, and inclusion, and build an environment in which all members of the University community are treated with respect and dignity.
• Well organized, flexible and enjoys the administrative challenges of supporting a University of diverse people and programs
• The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
• Strong written and verbal communication skills, sound decision making ability and attention to detail. Responds to all inquiries quickly, courteously and correctly
• Excellent organizational skills
• Attention to detail and a tolerance for working on multiple projects simultaneously
• Upbeat, positive, outgoing, personable and able to relate well with diverse populations
• Demonstrated commitment to completion of projects on a timely basis
• High level of proficiency in the use of Microsoft Office programs, knowledge and proficiency in dental computer applications including Carestack, Tigerview and TalEval a plus.
• Ability to take initiative, multi-task and work well under pressure

Complexity of Duties:

The Office Assistant should be prepared to prioritize duties and take initiative on unexpected challenges and projects that will arise throughout the daily routine. The daily routine changes with each semester. Good organization, time management, and multitasking skills are necessary.

Supervision Received

This position has little to no supervision. Occasional check-ins are done by superiors to ensure things are being done and in a timely manner, although it is primarily autonomous.

Confidential Data

This position requires access to personal data of both students and patients, in which FERPA and HIPAA guidelines must be followed. Day-to-day duties include collecting and entering patient information for the Dental Clinic. It is frequently required to collect sensitive data from student accounts that may include grades, address, phone, etc.

Relationships

Friendly communication with patients for the Dental Clinic occurs regularly and is vital to creating positive relationships and meeting program goals and outcomes. Regular communication with other departments is also essential to fulfil daily job duties.

Qualifications

Minimum Required Qualifications:

Education, Training and Experience:

• Associates Degree required, and/or 3-5 years’ work experience in the administrative assistant field or dental front office field
• OSHA and HIPAA compliance training.

Special Requirements:

• Valid license & insured vehicle

Physical and Mental Requirements:

Work Environment

	None	Under 1/3	1/3 to 2/3	Over 2/3
Outdoor Weather Conditions		X
Work with fumes or airborne particles		X
Work near moving mechanical parts		X
Risk of electrical shock		X
Vibration		X

Physical Activity

	None	Under 1/3	1/3 to 2/3	Over 2/3
Standing		X
Walking		X
Sitting				X
Talking & Hearing				X
Using hands/fingers to handle/feel				X
Climbing or balancing		X
Bending, pulling, pushing		X
Driving		X

Lifting Requirements

	None	Under 1/3	1/3 to 2/3	Over 2/3
Up to 10 pounds		X
Up to 25 pounds	X
Up to 50 pounds	X
Up to 75 pounds	X
Up to 100 pounds	X
Over 100 pounds	X

Vision Requirements:

• X Close vision (i.e. clear vision at 20 inches or less)

Full-Time Employee Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• 401k employer match
• Employee & dependent life insurance
• Great tuition benefits for employee, spouse & dependents
• PTO program/ flexible work schedules

(This job description does not constitute an employment agreement between Goodwin University and employee. It is used as a guide for personnel actions and is subject to change by The University as the needs of The University and requirements of the job change.)