Office Support, Dental Clinic

Office Support, Dental Clinic

Job ID 1620

January 19, 2024

Department: Dental Auxiliary

Employee Group: https://www.grcc.edu/faculty-staff/general-counsel/labor-relations/employment-contracts

Schedule: 40 hours/44 weeks, nonexempt

Compensation: $17.90 per hour

Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment

Reports to: Dental Auxiliary Program Director

Posting Closes: February 2, 2024

SUMMARY

GRCC is seeking a highly organized and detail-oriented individual to join our team in the Dental Clinic. A successful candidate will play 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. It requires a high degree of professionalism and 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.

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

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
• Bilingual skills preferred

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 http://www.grcc.edu/policies.
• Ability to work in a high traffic, indoor environment
• Ability to work in a busy office with frequent interruptions

NEXT STEPS / APPLICATION PROCESS

Please fill out an application athttps://www.grcc.edu/jobs. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.

Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/Support_Professional

HIRING PROCESS

GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.

Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.

To apply, please visit: https://apptrkr.com/4950930

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