Allied Health - Staff/Administrative, Staff/Administrative
The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education. The Division of Prosthodontics at the School of Dentistry is looking for a coordinator to join the Implant Clinic Program team. The coordinators of the program work with staff, faculty and students to order, track and distribute implant supplies for all areas of the School of Dentistry. This position is key in coordinating patients and faculty in the Implant Clinic and serves as a right-hand to the Implant Program Director. The Coordinator plays a vital role in ensuring the seamless operation of the Implant Program and the Implant Clinic.
50% Implant Program Coordination
Assists in developing effective processes and procedures for Implant Program. Creates best practices and identifies areas for improvement.
Maintains historical database of all implant activity at SOD, track related information and provide research support to Implant Program Director.
Co-manages the Contemporary Clinic Office to ensure it is clean, organized, and a safe and professional environment.
Understands faculty clinic schedule, including rescheduling during conflicts and/or absences, recording/tracking of faculty attendance/vacation, and making arrangements in times of need (e.g. absence).
Maintains Implant Clinic filing systems, electronic and physical, in compliance with the UMN Records Retention Policy, while looking for opportunities to optimize electronic storage and decrease physical storage.
Independently establishes priorities based on the cycles of the academic year to ensure that deadlines are met.
Uses informed judgment to autonomously resolve problems and address questions in a fast-paced and high-traffic environment.
Contacts other offices as needed, e.g. Dental IT, Central IT, Dental Engineering and Facilities Management when necessary; maintain clean and orderly office space.
Adheres to HIPAA privacy rules.
Other duties as assigned.
30% Implant Clinic Inventory and Purchasing
Tracks and records implant and implant related parts and tools per faculty, resident, student, area or other allocation.
Accurately processes orders, including reviewing and marking packing slips, checking expiration dates, return unused products within time constraints.
Receive inventory and process accounting transactions for purchases of equipment, parts and related items for the Implant Program utilizing spreadsheets and other tracking systems.
Process returns and ensure return credits are posted to accounts and tracking and inventory is updated.
Work with Finance team to ensure EFS journal entries and other financial actions are charged to the correct area for implant part usage.
Work with Implant Program Director, patient accounting and Finance Team to estimate future expenditures, monitor budget and expenses and to ensure budget objectives are achieved.
Verify purchases are allowable and in compliance with U of M policy at all times.
Work with Implant Program Director, Patient Accounting and Finance Team to estimate future expenditures, monitor budget and expenses and to ensure budget objectives are achieved.
Other duties as assigned.
20% Implant Faculty Clinic Patient Coordination:
Schedule, follow up with and confirm appointments for Implant Faculty Clinic patients.
Communicate with the dental laboratories concerning patient cases as well as pickup and drop lab cases from the Gold Room.
Answer and return calls from patients in efficient and consistent manner.
Connect patients to patient accounting on a regular basis.
Work with student scheduling coordinator to schedule students in the Pre-doctoral Implant Clinic as needed.
Other duties as assigned.
The Employer retains the right to change or assign other duties to this position.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2018_tcd-fpa-75100-ben-0105-10.pdf
All required qualifications must be documented on application materials.
Required Qualifications (essential functions)
BA/BS or a combination of related education and work experience to equal four (4) years; applies knowledge and skills with emphasis on precision, timeliness and execution of role.
Must be able to lift, carry, and move up to 15 lbs frequently and 25 lbs occasionally. This position will require moving of boxes, supplies and equipment often to other floors and offices, stocking equipment and supplies often; must be able to stand, lift, bend, reach, twist, and related movements for items up to 20 lbs on a very frequent basis and up to 50 lbs on an occasional basis.
Experience with medical or dental supplies and inventory as well as patient interaction/communication
Exceptional attention to detail in working with numbers, figures and specific information
Advanced skills and experience in Microsoft systems, especially excel, and comfortable working with and creating spreadsheets, reports, tracking systems, etc.
Excellent communicator: verbally, email, notification, process directions, and related.
Excellent customer service skills in working with staff, faculty and students from diverse backgrounds, experiences, opinions and requests.
Must be able to use informed judgment to autonomously resolve problems and address questions in a fast-paced and high-traffic environment.
Demonstrates resourcefulness: Identifies errors and problem solves.
Experience with data analysis and process improvement
Book keeping and/or inventory skills or experience
Dental or medical background
Experience ordering supplies and/or equipment
Establishes and maintains collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
Self-motivated and strategic thinker.
Tolerates stress, adapts to change and remains professional when receiving new or changed work direction.
Internal Number: 335531
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.