Department Assistant

POSITION OBJECTIVE

Working under occasional supervision, provide administrative support to department. The Department Assistant 1 will be part of the administrative team who will support the day-to-day operations of the Comprehensive Care and Advanced Education in General Dentistry Departments. This position will face various issues/problems with faculty, students, patients and vendors and will assist in finding the solution or directing the people to the appropriate department.

The ability to multi-task will be essential to the efficient and effective operations of the department.

• Assist the administration at the School of Dental Medicine, specifically the Assistant Dean of Clinical Affairs and/or the Director of Quality Assurance. These responsibilities may extend beyond patients seen in comprehensive care and will include patients seen in any of the clinics within the facility, including the Faculty Practice. Assist with patient complaints, record release and patient care termination. Meet and document HIPAA training for new faculty/staff per policy and maintain the HIPAA database.
  
  Responsibilities will involve personnel for the entire clinic, as well as the comprehensive care department, and may include assisting in the training of junior-level clerical hires on clinic procedures and documentation expectations. (20%)
• Provide telephone coverage and message dissemination for department faculty and staff as needed. Perform clerical and typing tasks that require speed and accuracy, including taking attendance and minutes of departmental meetings. Organize and maintain departmental files. Process general departmental requests for information technology and facility-related issues (custodial, telephone repair, special event needs). (15%)
• Provide clerical support to department assistants when schedule-related tasks require shared coordination. This includes assisting with managing the clinical schedule for the comprehensive care department faculty in the Electronic Health Record (axiUm). (10%)
• Provide support for the in-house laboratory. Process confidential information by completing and documenting lab entries in the Electronic Health Record, update and reconcile spreadsheet on a monthly basis. Oversee lab production by monitoring lab cases. Work with the school’s Finance Office to ensure appropriate billing records are maintained. (10%)
• Assist in the preparation of educational material for full- and part-time faculty of the department, including but not limited to the use of university-approved platforms such as Canvas and Blackboard, obtaining handouts, syllabi, manuals, exams, grades and recommendation letters. Proofread and edit instructional materials, correspondence, and related documents to ensure accuracy and clarity. Inventory and work with faculty to determine materials needed for didactic teaching in the pre-clinical labs at Samson Pavilion.
  
  Order supplies as needed and directed. (20%)
• Proctor exams for clinical and didactic courses. (6%)
• Prepare People Soft purchase requisitions and check requests for the department including but not limited to office supplies, course supplies, misc. purchases for meetings and seminars. Make travel arrangements and prepare/submit travel reimbursements for faculty, faculty recruiting, guest lecturers. Submit travel forms to the Office of Finance and Operations for approval. Provide follow-up on all inquiries regarding purchase requisitions/orders with vendors and university Purchasing and Accounts Payable.
  
  (10%)
• Work with faculty to coordinate guest speakers, lecturers, meetings, luncheons, and volunteer clinic personnel for all divisions of Comprehensive Care, facilitating interactions with various university personnel to support these activities. Assist faculty with use of departmental equipment (projectors, LCD projectors, film scanning machines and various other audio-visual equipment). (9%)

Perform other duties as assigned. (