Administrative Specialist - Dental Administration

Schedule: Monday - Friday

Salary: $17.57 - $24.16 depending on qualifications

JOB PURPOSE: The Administrative Specialist - Dental is responsible for providing specialized administrative support of moderate to intermediate complexity and technical in nature that requires greater independent judgment and limited decision making for the assigned department, program, or unit and its varied operations. The Administrative Specialist in this role, may be required to fulfill various administrative functions and possess specialized knowledge and experience working with the assigned department or program’s operations, with a comprehensive understanding of administrative operations. The Administrative Specialist may serve as an informational resource for the assigned operational area.

Essential Job Functions:

• Performs all assigned administrative duties, tasks, responsibilities, and assignments supporting the department, program, or unit operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self-initiative, quality, efficiency, and accuracy in the employee’s job performance that ensures the highest standards of excellence.
• Serves as point of contact NYU Langone Dental Medicine for El Rio Health Dental Residents and A.T. University-ASDOH- Dental Students.
• Organizes the CODA Visit and NYU Ryan White.
• Works with other El Rio Health Departments with Onboarding Dental Residents and Dental Students.
• Organizes the Dental Residents Orientation for Pediatric and General Residents.
• Organizes and coordinates interviews for applicants of the residency programs and coordinates the day of visit and interview.
• Works with Embedded RDH and Director to schedule and organize meetings.
• Acts as a backup to the Senior Administrative Assistant.
• Provides specialized administrative knowledge to the Dental Department.
• Maintains, at all times, organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.
• Understands and complies with all organizational Code of Conduct standards, Policies and Procedures, and Service Excellence requirements with all patients, visitors, employees, and internal/external clients or representatives.
• Serves as a contact point and informational resource for a department, program, or unit administrative operations, tracking and ensuring that any issues, complaints, problems, or requests are brought to a timely and effective resolution.
• Demonstrates the specialized knowledge, understanding, and technical skills of a program or departmental operations to complete all administrative duties, tasks, responsibilities, and assignments working with office equipment, operating systems, organizational programs and/or business software.
• Working with organizational operating systems, programs, and/or business software ensures that data integrity standards and content are entered and maintained within departmental, program, or unit databases for effective operational use and reporting; performs data entry and processing.
• Generates and distributes scheduled, or ad hoc, standardized system reports and/or summary information, as assigned or requested for distribution to department or program staff or other internal/external clients or representatives.
• Gains and maintains an understanding of federal, state, and local laws; as well as all standards and requirements of organizational policies and procedures applicable to the program or departmental operation, to support compliance of administrative operations with the respective regulations, standards, or requirements.
• Provides administrative support to other staff members in the performance of their assignments and departmental operations supporting patients, visitors, employees, and internal/external clients or representatives.
• Answers telephones, schedules appointments, and confirms appointments.
• Operates general and specialized office equipment such as: computers, copiers, multifunction printers, or postal equipment.
• Performs administrative projects, tasks, and duties, as assigned, or requested, such as conducting research and compilation of data or information on assigned projects.
• Creates professional level summaries and reports on the project; ensures objectives and deliverables of assigned projects are achieved and meet the defined standards.
• Creates, modifies, and maintains departmental spreadsheets ensuring effective and optimal operational use and reporting.
• Creates administrative files and performs ongoing file maintenance regarding record or file creation and retention.
• Maintains office or departmental supply inventories, orders and tracks receipt of supplies, distribution, and usage.
• Maintains departmental, unit, or program operational and/or equipment logs.
• Performs the scheduling and coordination of assigned departmental, staff, and ad-hoc meetings; coordinating and scheduling room availability, creating and distributing agendas, taking, and transcribing meeting minutes, preparing, and distributing information packets, while maintaining meeting records and documents.
• Maintains a clean, safe, and hygienic work environment in compliance with all Policies and Procedures including but not limited to work areas, workstations, examination rooms, hand washing, infection prevention and control etc. for this position.
• Demonstrates an understanding of and proficiency with the application of all Joint Commission Accreditation standards and reporting requirements applicable to an Administrative Specialist.
• Demonstrates an exceptional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner.
• Consistently acknowledges and greets patients/visitors/clients in a warm professional manner.
• Communicates effectively through written, verbal, and interpersonal skills as applied when interacting with patients or visitors, employees, and internal/external clients or representatives.
• As a team player demonstrates self-initiative by being aware of the work environment to assist co-workers and others while maintaining and enhancing a respectful and positive attitude in the work environment.
• Performs the processing, submission, and tracking of documents, such as: invoices, requisitions, or work orders within established limits and procedures.
• When so assigned, gains, and maintains a proficient and comprehensive understanding of all organizational money handling policies and procedures, ensuring compliance at all times.

Minimum Education and Experience:

• High School Diploma or General Education Diploma (G.E.D.
• A minimum of three (3) years’ experience in an administrative office, preferably in a healthcare environment.

Required Licenses, Certifications, and Registrations:

• Level I fingerprint clearance card: current valid and in good standing or have applied for it within seven working days after beginning employment.
• Reliable transportation and compliance with Arizona vehicle insurance requirements.

Preferred Education, Experience, Skills, Abilities:

• Bilingual (English/Spanish) with the ability to speak, read and write in both languages.