What are the responsibilities and job description for the Administrative Assistant - Dental Hygiene position at BridgeValley CTC?
Summary: Benefits-eligible, classified staff position that works a full-time week for 10 months of the year (position typically runs August through May with the months of June and July off duty). Directly relevant experience and education will factor into the actual salary offer.
•Generates individualized student and faculty schedules for clinic assignments in Eaglesoft
•Manages all telephone and email correspondence regarding patient care clinic appointments and services
•Manages conflicts for student and patient scheduling and communication disputes
•Troubleshoots issues related to balancing patient scheduling needs and student requirements for graduation
•Educates patients who call the clinic on services performed and those not offered in the clinic
•Informs patients of HIPAA regulations regarding their protected health information
•Diplomatically enforces policies while balancing demanding patients who may not understand institutional, state or federal policies related to their health care
PATIENT/STUDENT RECORDS:
•Processes all radiograph duplication requests; dentist approval, records release forms
•Collects and scans all HIPAA and Patient Rights forms into EagleSoft patient files Assumes responsibility for all Dental Hygiene patient records and files ensuring HIPAA compliance and security Updates FERPA forms each semester for all dental hygiene students
•Assumes responsibility for security of student records including academic and health information covered by FERPA and HIPAA
FACULTY SUPPORT:
•Composes correspondence letters and reports for faculty requiring judgment as to sentence structure, punctuation and clarity of content
•Microsoft office programs and Adobe Arranges and schedules meetings
DOCUMENT/INFORMATION MANAGEMENT:
•Produces and assists in developing the Dental Hygiene Policies and Procedures Manual throughout each semester using Adobe Software
•Updates student information and forms in TalEval clinic evaluation software and maintains patient recall database via TalEval clinic evaluation software
•Utilizes Banner for student information and registering students as well as dental hygiene department budget reconciliation. Collects and tabulates outcome assessment data throughout each semester including faculty like/wish surveys, graduate surveys, employer surveys, patient satisfaction surveys and chart audits
•Produces Dental Hygiene accreditation documents for submission to the American Dental Association Commission on Dental Accreditation
•Processes invoices for payment; Handles mail distribution and bulk mailing
•Maintains alumni database using Excel, fields questions regarding licensure and documentation for licensure application in other states
•Coordinates job postings and continuing education inquiries
PROSPECTIVE STUDENTS/ADMISSIONS:
•Accepts and directs all telephone and email correspondence regarding prospective student inquiries
•Revises, updates, and mails recruitment materials to prospective students, employers and schools
•Works with Admissions office to collect Dental Hygiene applicant information compiling data for admission committee decisions. Consults with marketing department for DH marketing materials and brochures
PUBLIC RELATIONS:
•Communicates with off campus enrichment site coordinators at local and state agencies regarding student scheduling Manages Dental Hygiene Facebook page
•Promotes public relations with clinic patients, prospective students, practicing dentists and dental hygienists, alumni, industry representatives and advisory committee members
•Serves as the primary point of contact for clinic public relations employing professionalism, conflict management and diplomatic skills in managing all correspondence whether oral, written, or electronic
BOOKKEEPING:
•Reconciles department budgets internally including state allocation, Perkins, Dental Hygiene Continuing Education and Dental Hygiene foundation accounts
•Responsible for separate account management systems maintenance, outside the institutional systems, to assure programmatic and institutional accountability and appropriate expenditure of funds
EVENT MANAGEMENT - CE COURSE/BOARDS:
•Coordinates Dental Hygiene CE courses including scheduling, hospitality and participant registrations and budget maintenance
•Multiple levels of correspondence with dentists, dental hygienists and vendors to ensure attendance and operation of courses Coordinates Dental Hygiene board examiner hospitality and meeting arrangements
•Other duties as assigned
•Experience with responsibility for confidential information such as HIPAA and FERPA
•Demonstrated experience in computer software applications such as EagleSoft, TalEval, Adobe, Microsoft Office Demonstrated management of multiple responsibilities and time management. Prefer experience in academic department support in addition to patient care clinic operation
•Experience in communicating with others in oral and written forms
- BridgeValley will not accept incomplete applications. Please fill out the application completely, even though the resume may include the same information.
- Employment is subject to satisfactory results on background check.
- Copies of transcripts may be sent but originals must be available prior to hire.
- This posting does not reflect the entire job description and may be changed and/or modified, at any time, without notice.
- We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor candidates requiring a visa.
BridgeValley Community & Technical College is an Equal Opportunity Employer/Institution and does not discriminate on the basis of race, sex, pregnancy, sexual orientation, age, disability, veteran status, religion, color, ancestry, or national origin in admission, employment, educational programs or activities; nor does it discriminate on the basis of genetic information in employment or employee health benefits.
Please contact the Human Resources office at 304-205-6606 if you need assistance or reasonable accommodation in the hiring process.
Salary : $17 - $20
