Clinic Administrative Coordinator Primary Purpose:
Under the general supervision of the Assistant Dental Director (ADD), supports and contributes to the clinic purpose statement by performing administrative support duties related to clinic operations. Serve as the primary administrative support person for the ADD and primary source of communication between all Department Chairs. Essential Functions: Monitor student attendance in clinic session; reassign chairs as necessary resulting from no shows or failed appointments. Develop, maintain and/or distribute all relevant clinical team reports and correspondence including, quarterly student productivity reports, chair utilization report, letters of recommendation, student roster and language list and daily seating report. Meet and provide feedback to ADD regarding patient assignments, track follow-up and continued care with patient assignments including daily huddles. Coordinate and provide oversight of student extramural rotation schedule, ensuring that they are complying with all policies and protocols, answering student questions, monitoring student attendance at extramural rotations. Make scheduling changes as they arise throughout the course of the academic year, keeping in communication with students about any changes to their schedule. Schedule student meetings (room requests, notification, agendas, etc.). Assist students regarding patient communication, time management, professional clinic behavior and acceptable clinic attire. Participate in quarterly ADD interviews and provide feedback regarding student progress. Perform quarterly ratings and feedback regarding each student's performance via Qualtrics survey. Confirm meetings, appointments, and events; prepare materials and manage logistics to include room set up, invitations, catering, etc. Prepare, distribute, and file correspondence, agendas, minutes, reports, and other related material; prepare and update presentations and documents as assigned. Maintain current electronic faculty files, leave requests and records related to faculty credentialing. Provide administrative support for timely follow-up on projects and other daily operational needs. Develop and maintain working relationships with different stakeholders in the Dugoni School of Dentistry. Serve as point person for general email announcements and notifications to students, faculty, and staff from the SAC Clinic Operations email address. Perform all other duties assigned by the ADD or designee. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff. Minimum Qualifications: High School Diploma or GED. Three (3) years of administrative support experience. Preferred Qualifications: Principles of business letter and report writing. Dental Terminology and treatment planning. Intermediate level Microsoft Word, Excel, Access, PowerPoint, and e-mail systems. Compose professional correspondence and reports. Manage time, organize duties/assignments, and set priorities effectively to meet multiple deadlines. Work in an open office environment effectively and accurately with multiple interruptions, while always maintaining a professional demeanor. Take initiative in the organization and maintenance of departmental responsibilities, projects, and procedures. Understand and maintain confidentiality of student and faculty records in accordance with all laws and regulations. Demonstrate excellent problem solving and follow-through skills. Demonstrate effective and professional written and verbal communication skills with all constituents. Demonstrate strong attention to detail. Demonstrate ability to be flexible and accommodating when changes happen upon short notice. Project a professional image and demonstrate effective communication, customer service, and interpersonal skills. Work independently and as a part of a team. Type minimum of fifty (50) wpm. Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work. Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work performed is mainly general office/administrative with frequent use of computer, keyboard, and telephone; requires sitting most of the day. Occasional standing, walking, reaching, bending, and pushing. Occasional lifting of up to 15 lbs. should be anticipated.
Work Environment/Work Week/Travel:
Work performed during standard business hours. Hiring Range: $18.44 - $27.67 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer. Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening. To apply, visit
University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.
