"Office Specialist"

Job Summary

This position fully supports the Advanced Education in Periodontics Residents and the residency program for 11 residents. Coordinate/plan all lectures, lunch and learns, graduation, IV Sedation course, and Anesthesia rotations. Maintain/Manage leave requests, timesheets, memberships, data base for current and classic literature, travel authorizations/reimbursement, Mock boards, bi-annual evaluations, course syllabi, in-services exams, consultant/volunteer schedule, Banner/course sections, and any event throughout the year where assistance is needed.

Responsibilities

The duties include, but are not limited to:

GENERAL OFFICE DUTIES:

Watch over the day-to-day practices of the Periodontics residency program to ensure the program operates efficiently each day. Organize the activities of the program to confirm that completed work meets required timelines and standards of quality. Track leave time and verify leave availability of residents. Review time net and effort as needed/required for the residents. Answer the phone/e-mail promptly to assist the needs of the department. Communicate with patients, applicants, faculty, and vendors as needed.

FILES AND RECORDS:

Responsible for data entry/scanning/storage of logs, manuals, and records for the residency program to maintain the integrity of files for accuracy and completion. Retain extensive knowledge of Axium for patient records, chart audits, and backup to scheduling as needed for the program. Keep evaluations of students and faculty for reference needed.

RESIDENT EVENTS:

Organize and assist resident events from the beginning to the end of each program term from start to finish of the event. Events include prospective resident interviews new resident orientation, resident graduation, holiday parties, lunch and learns, etc. Organize event invoices for payment processing.

ADMINISTRATIVE SUPPORT:

Keep program director informed of all activities and events of the program to include important DCG deadlines; Include him/her in correspondences and communications as needed; Assist program director with all administrative needs; Back up the Administrative Assistant 2 as needed; Complete tasks timely and accurately as assigned by the program director and the supervisor; Prioritize tasks to guarantee deadlines are met

RESIDENCY PROGRAM:

Manage Periodontic referrals to residency program to fit the needs of the patients and the academic requirements of the residents. Create individual resident schedules to clearly outline where the resident should be at all times including patient care, on-call schedule, seminars, classroom, vacation, CE, testing, and evaluations.

ACADEMIC:

Coordinate semester program schedules for the residents. Maintain the residency program files and academic records. Create reports for DCG, CODA, ADA, and any other report/record requests to include surveys.

SUPPLIES AND PURCHASING:

Keep track of and advise supervisor when supplies need to be ordered for the residency program. Collect travel documents from residents and submit accordingly on a timely basis to reimburse the resident travel costs.

OTHER:

Perform other duties as assigned

Required Qualifications

Associate's degree from an accredited college or university in a related field

OR

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization with a minimum of three years of progressively responsible office support experience.

Preferred Qualifications

Bachelor's degree from an accredited college or university
Additional years of administrative experience and executive administrative experience
Experience in dental office

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases

SKILLS

Effective communication skills (oral and written), attention to detail, networking skills
Excellent customer service skills and adaptability skills
High level administrative skills

ABILITIES

Ability to maintain confidentiality
Ability to learn new software
Ability to multitask