Oral Health Department Coordinator

ORAL HEALTH DEPARTMENT COORDINATOR Grade 11

VSC UP PAT BARGAINING UNIT EXEMPT

BASIC FUNCTION

The Dental Hygiene department is designed to provide the clinical and didactic curriculum required to educate future oral health professionals, so they are able to provide comprehensive quality oral health care and increase access to care for underserved communities. Our students will help to diminish health disparities and increase access to oral healthcare through training and future employment opportunities. Our educational programs are designed to meet community needs and create a campus climate that promotes innovative teaching, quality education and training opportunities, a diverse learning environment, equitable access, and educational achievement for all students.

The Oral Health Department Coordinator will be responsible for providing complex administrative skills and program outcome maintenance.

CHARACTERISTICS DUTIES & RESPONSIBILITIES

• Oversee and carry out various day-to-day departmental administrative functions for the Department, including but not limited to scheduling appointments for all student and faculty clinicians and collecting payment for care provided at the time of service.
• Serve as primary contact for inquiries regarding oral health programs.
• Receive paperwork submitted by current and prospective students.
• Assist in distributing information to students, faculty, staff, and external stakeholders.
• Monitor program website and web-based patient and student clinical information for content accuracy (medical history forms, consent, HIPAA).
• Liaison between the Director/Coordinators and staff at the University and any additional satellite location (schools, hospitals, nursing homes, and major and minor clinical rotation sites).
• Maintain records and file incoming and outgoing correspondence and documents.
• Compose letters, acknowledgments, notifications, reports, manuscripts, publications, flyers, brochures, and other materials, including confidential and sensitive materials.
• Ensure that administrative operations of the Department meet all Federal, State, local, and University rules, regulations, policies and procedures.
• In consultation with Program Director/Coordinator or designee, ensure all policies and procedures required by state and national programs accreditation and licensing agencies are continually met.
• Maintain organized records and keep abreast of the University’s policies and procedures.
• Oversees and is responsible for accurate payment of office bills and manages procurements, purchase requisitions, check requests, and similar processes.
• Schedule and coordinator term surveys and questionnaires for program and instructors based on the required implementation schedule.
• Distribute and process surveys required for accreditation reporting by various agencies.
• Collaborate with the Director, Clinical, and/or Education Coordinator on implementation and update of information for program affiliation agreements.
• Assist in the compilation of records and reports for the department, university, and external accrediting agencies.

• Update and maintain student and faculty files and databases.
• Maintain confidentiality of records and information related to the office.
• Assists with preparation and administration of budget including assessment of future needs.
• Supervise regular office personnel: interview and advice on hiring; train new employees; plan and issue daily work assignments; monitor work in progress and check completed work; assist staff with unusual or difficult tasks; assist with/carry out performance evaluation; bring special personnel problems to the attention of department director; plan staffing needs and work schedules.
• Supervise additional temporary help and/or work-study students.
• Maintains facilities and equipment and reports and/or corrects hazards when necessary in compliance with all state and federal regulations, including OSHA.
• Serves on various department committees.
• Work outside of normal office hours may be required as it relates to clinic hours of operation.
• Performs other duties as assigned

SUPERVISION EXERCISED

Administrative and functional supervision of up to two staff members and student employees.

SUPERVISION RECEIVED

General supervision is received from the Department Program Director/Coordinator or their designees.

MINIMUM QUALIFICATIONS

Bachelor’s degree plus three years of relevant administrative work or a combination of education and experience from which comparable knowledge and skills are acquired.

• Strong problem-solving skills in a small team environment.
• Strong attention to detail, coordination of multiple projects, and ability to set priorities and meet deadlines.
• Must be able to work independently, efficiently, and effectively in a fast-paced environment.
• Excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.
• Must be computer literate with proficiency and working knowledge of database and reporting tools such as Microsoft Word, Excel, Access, Outlook, and PowerPoint. Motivated to embrace new technologies
• Good basic supervisory skills; some previous supervisory experience desirable,
• Must have excellent communication and interpersonal skills to handle the high volume of patients and students that come through the office.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of Dental Hygiene Accreditation standards.

• Knowledge of Dental Terminology.
• Insurance & Medicaid credentialling and billing experience.
• Previous dental clinic experience.

Location: Williston, VT

Benefits Package:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Retirement Plan
• Tuition Waiver to Vermont State Colleges
• Tuition Waiver to UVM* for dependent children
• Employee Assistance Program
• Long Term Disability
• 14 Paid Holidays
• Medical, Personal, and Vacation Leave

This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.

Vermont State University is a part of the Vermont State Colleges System (VSCS). VSCS values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. VSCS strongly encourages applications from historically marginalized and underrepresented populations. VSCS is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant. Please contact our HR office for assistance with accommodations at humanresources@vermontstate.edu.

NOTE: This job could be subject to a criminal background check. Any offer of employment is contingent upon the satisfactory results of this check.