Clinic Administrative Coordinator

University of the Pacific; Stockton (CA); On-site; USD 26,000 - 33,000; Full time

Job summary

University of the Pacific seeks a Clinic Administrative Coordinator to support clinic operations under the Clinic Manager, serving as the primary administrative contact for the ADD and a key liaison between Department Chairs. The role includes coordinating rotations, preparing reports, and managing schedules and communications within the Dugoni School of Dentistry.

The ideal candidate will have 3+ years of administrative support experience, strong MS Office skills, and a commitment to

Qualifications

• High School Diploma or GED required.
• Three (3) years of administrative support experience.
• Principles of business letter and report writing.
• Intermediate level Microsoft Word, Excel, Access, PowerPoint, and e-mail systems.
• Compose professional correspondence and reports.
• Manage time, organize duties/assignments, and meet multiple deadlines.
• Work in an open office environment with interruptions while maintaining professionalism.

Responsibilities

• Monitor student attendance in clinic sessions and reassign chairs as needed.
• Develop, maintain, and distribute clinical team reports and correspondence.
• Meet and provide feedback to ADD regarding patient assignments and follow-up.
• Coordinate student extramural rotations and ensure policy compliance.
• Make scheduling changes and communicate with students about changes.
• Schedule student meetings and manage room requests and agendas.
• Assist students with patient communication and clinic behavior.
• Participate in quarterly ADD interviews and provide progress feedback.
• Prepare and file correspondence, agendas, minutes and reports.
• Maintain faculty files and credentialing records.
• Provide administrative support for timely project follow-up.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Email systems

Report writing

Time management

Communication skills

Education

High School Diploma or GED

Tools

Microsoft Access

Job description

Clinic Administrative Coordinator

Primary Purpose:

Under the general supervision of the Clinic Manager, supports andcontributes to the clinic purpose statement by performingadministrative support duties related to clinic operations. Serveas the primary administrative support person for the ADD andprimary source of communication between all DepartmentChairs.

Essential Functions:

• Monitor student attendance in clinic session; reassign chairsas necessary resulting from no shows or failed appointments.
• Develop, maintain and/or distribute all relevant clinical teamreports and correspondence including, quarterly studentproductivity reports, chair utilization report, letters ofrecommendation, student roster and language list and daily seatingreport.
• Meet and provide feedback to ADD regarding patient assignments,track follow-up and continued care with patient assignmentsincluding daily huddles.
• Coordinate and provide oversight of student extramural rotationschedule, ensuring that they are complying with all policies andprotocols, answering student questions, monitoring studentattendance at extramural rotations.
• Make scheduling changes as they arise throughout the course ofthe academic year, keeping in communication with students about anychanges to their schedule.
• Schedule student meetings (room requests, notification,agendas, etc.).
• Assist students regarding patient communication, timemanagement, professional clinic behavior and acceptable clinicattire.
• Participate in quarterly ADD interviews and provide feedbackregarding student progress.
• Perform quarterly ratings and feedback regarding each student'sperformance via Qualtrics survey.
• Confirm meetings, appointments, and events; prepare materialsand manage logistics to include room set up, invitations, catering,etc.
• Prepare, distribute, and file correspondence, agendas, minutes,reports, and other related material; prepare and updatepresentations and documents as assigned.
• Maintain current electronic faculty files, leave requests andrecords related to faculty credentialing.
• Provide administrative support for timely follow-up on projectsand other daily operational needs.
• Develop and maintain working relationships with differentstakeholders in the Dugoni School of Dentistry.
• Serve as point person for general email announcements andnotifications to students, faculty, and staff from the SAC ClinicOperations email address.
• Perform all other duties assigned by the ADD or designee.

University of the Pacific recognizes that diversity, equity, andinclusion is foundational to the success of our valued students andemployees. We prioritize policy and decision-making thatdemonstrates awareness of, and responsiveness to, the wayssocio-cultural forces related to race, gender, ability, sexuality,socio-economic status, etc. impede or propel students, faculty, andstaff.

Minimum Qualifications:

• High School Diploma or GED.
• Three (3) years of administrative support experience.

Preferred Qualifications:

• Principles of business letter and report writing.
• Dental Terminology and treatment planning.
• Intermediate level Microsoft Word, Excel, Access, PowerPoint,and e-mail systems.
• Compose professional correspondence and reports.
• Manage time, organize duties/assignments, and set prioritieseffectively to meet multiple deadlines.
• Work in an open office environment effectively and accuratelywith multiple interruptions, while always maintaining aprofessional demeanor
• Take initiative in the organization and maintenance ofdepartmental responsibilities, projects, and procedures.
• Understand and maintain confidentiality of student and facultyrecords in accordance with all laws and regulations.
• Demonstrate excellent problem solving and follow-throughskills.
• Demonstrate effective and professional written and verbalcommunication skills with all constituents.
• Demonstrate strong attention to detail.
• Demonstrate ability to be flexible and accommodating whenchanges happen upon short notice.
• Project a professional image and demonstrate effectivecommunication, customer service, and interpersonal skills.
• Work independently and as a part of a team.
• Type minimum of S0wpm.
• Experience and sensitivity in working with people of diversebackgrounds and cultures.
• Demonstrated experience in advancing social justice, equity,and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practicesand knowledge in their work.

Physical Requirements:

The physical demands described here are representative but notdefinitive of those that must be met by an employee to successfullyperform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto perform the essential functions.

Work performed is mainly general office/administrative withfrequent use of computer, keyboard, and telephone; requires sittingmost of the day. Occasional standing, walking, reaching, bending,and pushing. Occasional lifting of up to 15 lbs. should beanticipated.

Work Environment/Work Week/Travel:

Work performed during standard business hours.

Hiring Range:

$18.99 - $23.74 per hour We consider factorssuch as, but not limited to, scope and responsibilities of theposition, candidate's qualifications, internal equity, as well asmarket and organizational considerations when extending anoffer.

Background Check Statement:

All applicants who receive a conditional offer of employment arerequired to execute a release and authorization for a backgroundscreening.

AB 810 Misconduct Disclosure Requirement:University of the Pacific complies with California Assembly Bill810, requiring candidates accepting conditional job offers todisclose any final administrative or judicial findings, ongoingproceedings, allegations, resignations under investigation, orappeals related to sexual harassment or misconduct within the pastseven years.