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The Support Professional for Dental Auxiliary is a highly organized and detail-oriented individual, playing a crucial role in supporting the smooth operation of the dental clinic by providing administrative assistance and excellent customer service to both patients and clinic staff. This position requires a high degree of professionalism and the ability to work effectively with the general public, students, faculty and staff, as well as an ability to manage a large quantity of office and dental supplies and equipment.
Requisition ID:
Position Number: 00001706
Employee Group: APSS
Schedule: 40 per week, 44 weeks per year
Compensation: Level B
Benefits: Full-time
Reports to: Program Director, Dental Auxiliary Programs
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Contribute to a positive and professional work environment
- Present a positive and professional image and be an excellent goodwill ambassador for the departments and the College
- Schedule and confirm clinic patients for the dental hygiene program
- Collect fees and make accurate deposits to ensure successful operation of the clinic
- Maintain patient charts per HIPAA requirements
- Coordinate the maintenance of office and clinic equipment with various GRCC departments
- Maintain office supplies and define office procedures
- Maintain dental supply room and radiography, and dental lab suites: continuous ordering, receiving, organizing of supplies
- Review and process a high volume of invoices for outside supplies and services
- Order and maintain a large volume of clinic forms as well as paper supplies, from the GRCC print department
- Maintain faculty and student locker rooms with weekly deliveries and pick up of clinic laundry
- Coordinates arrangements for delivery and pick up of nitrous oxide and oxygen tanks to align with courses
- Respond promptly to telephone calls or email requests from individuals regarding appointments in the dental hygiene clinic
- Respond promptly to high volume of faxes and email requests for radiographs
- Maintain a professional contact list of dental offices and clinics in West Michigan
- Provide daily updates to the Program Director and part-time dental clinic secretary for the purpose of communicating changes in patient information and/or scheduling, student concerns, and other issues as they arise
- Train dental hygiene students on use of the dental clinic software, basic office procedures, and etiquette as they assist in the dental front office
- Ensure smooth transition between day and evening clinics by regular communication and directions with the part time dental clinic secretary
- Supervise and train student workers
- Serve as administrator for the dental software
- Develop and maintain training materials for students in the use of electronic dental software, including a list of procedures and practices, so that students will meet overall educational program requirements
- Develop and update the office assistant form for dental hygiene students during dental office assistant rotation
- Order and distribute parking vouchers to patients using the student parking ramps on campus
- Process year end accounts receivable, patient, and supply reports
- Project a professional image including punctuality, dependability and good attendance records
- Possess excellent organizational skills, ability to multi-task, prioritize and complete tasks in a timely manner
- Willingness and ability to learn the college-wide system
- Demonstrated computer skills, Microsoft Office
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Education Credentials
- Associate's degree or comparable combination of relevant education and experience
Work Experience
- A minimum of two (2) years of secretarial or administrative assisting experience required
- One (1) year of office management preferred
- Experience communicating and working effectively with a diverse population preferred
- Experience in Axium (or other dental office software) and Filelocker preferred
- Dental office management experience preferred
- Bilingual skills preferred
Skills
- Must be able to maintain confidentiality (develop an understanding of FERPA and HIPAA laws and requirements)
- Ability to communicate with the general public by phone, in person, electronically and through written correspondence. Ability to communicate and work harmoniously with all members of the department and campus
- Ability to perform responsibilities with minimum supervision
- Must have excellent verbal, written and interpersonal and business communication skills
- Evidence of strong skills in word processing, spreadsheets, database programs, preferably Microsoft Office. Possess an aptitude for detailed work including record keeping and filing
Physical Demands
- Ability to lift and move up to 25 pounds
- Ability to sit for extended periods of time
Mental Demands
- Ability to handle pressure situations in a professional manner
- Possess mature judgment
- Ability to learn and react quickly, make decisions and execute them expeditiously
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work in a high traffic, indoor environment
- Ability to work in a busy office with frequent interruptions