Department and Clinical Coordinator

University of the Pacific; San Francisco (CA); On-site; USD 150,000 - 200,000; Full time

Job summary

An established industry player is seeking a dedicated administrative support professional for the endodontic department. This role involves managing patient intake, scheduling appointments, and providing essential support to faculty and students. The ideal candidate will have a strong background in office procedures and dental terminology, coupled with excellent organizational and communication skills. Join a dynamic team committed to diversity, equity, and inclusion, and contribute to the success of a prestigious educational institution. If you thrive in a collaborative environment and are passionate about supporting educational initiatives, this opportunity is perfect for you.

Qualifications

• 3+ years of administrative support experience in a dental school or clinic.
• Knowledge of dental terminology and insurance billing procedures.

Responsibilities

• Assist students and manage patient scheduling and inquiries.
• Coordinate departmental projects and maintain confidential documentation.

Skills

Office methods and procedures

Business letter and report writing

Intermediate Microsoft Office Suite

Dental terminology and treatments

Insurance billing procedures

Patient management

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft PowerPoint

Adobe Photoshop

Job description

For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.

Position Summary Information

Primary Purpose

Under the general supervision of the Department Chairperson, performs various duties related to the endodontic department and patient management for the Advanced Education Program in Endodontology.

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

Essential Functions

• Receive visitors; assist students and schedule appointments for meetings with faculty; receive and screen calls; answer telephones, greet patients, respond to inquiries, schedule and confirm patient appointments.
• Perform duties related to patient intake; prepare and input patient information and acquire insurance information; verify patient accountability for completeness and accuracy.
• Respond to and resolve patient questions or concerns; refer patient to appropriate individual as necessary.
• Manage scheduling of follow-up and case recalls for endodontic residency patients.
• Assist in tracking and scheduling patients for any clinical research work.
• Take minutes at faculty department meetings; support department chairs with roles held within dental organizations and associations.
• Uploading documents, grades, oversee course curriculum database updates; compile results from surveys; reserve rooms.
• Process leave and travel request forms; record/track submission of time records online.
• Coordinate paperwork for current and incoming faculty with appropriate personnel.
• Maintain confidential documentation to include personal contact information and DEA numbers.
• Process reimbursements to faculty/students; prepare authorization for payment (ATP) forms and salary/debit vouchers; coordinate, maintain, place and track orders for office/clinic supplies; interact with vendors, arrange hotel stay and honorarium for speakers.
• Provide coordination and support for department special projects and events (i.e., graduation, interview day and AAE receptions etc) to include planning, implementation and follow-up processes; maintain master program calendar.
• Participate and support long term goals and strategies to meet changing needs of the endodontic department and dental school.
• Perform all other duties as assigned by the Department Chairperson or the program director.

Minimum Qualifications

Knowledge of:

• Office methods and procedures.
• Principles of business letter and report writing.
• Intermediate level Microsoft Word, Excel, Access, PowerPoint, Adobe Photoshop, and e-mail systems.
• Dental terminology and treatments.
• Dental insurance procedures.
• Insurance billing procedures.

Ability to:

• Utilize clinic management system to enter and manage patient information.
• Use educational computer programs/classroom technology utilized for student assessments as well as classroom and seminar support.
• Explain financial obligations for dental procedures as necessary.
• Resolve patient concerns regarding billing and financial obligations.
• Compose professional correspondence.
• Maintain a high level of confidentiality of information.

Experience:

• Minimum of 3 years increasingly responsible administrative support experience in a dental school or dental clinic.

Education:

• High school diploma or equivalent.

Working Conditions:

• Position is five (5) days per week, seven and one-half (7.5) hours per day.

Preferred Qualifications

Knowledge of:

Ability to:

• Manage time, organize duties/assignments, and set priorities to meet multiple deadlines.
• Take initiative in the organization and maintenance of departmental responsibilities, projects, and procedures.
• Work productively under pressure with minimal supervision.
• Demonstrate excellent attention to detail, problem solving, judgment, customer service and follow-through skills.
• Project a professional image, demonstrate strong interpersonal skills and communicate in a collegial and professional manner with administrators, faculty, staff, residents, and students.
• Communicate effectively and professionally with all constituencies.
• Work independently or as part of a team.

Experience:

• Previous experience in an academic setting highly desirable.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work performed is primarily general office/administrative with frequent use of computer keyboard and telephone.
• Requires sitting majority of the working day; occasional standing, bending and walking.
• Occasional lifting of up to 15lbs should be anticipated.

Hiring Range

Hiring Range 33.26 per hour

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.