POSITION SUMMARY: This position provides administrative and secretarial support to the Director of Dental Operations. In addition to typing, filing, scheduling, performs duties, also involves contract record keeping, coordination of meeting and conferences, obtaining supplies, coordinating direct mailings, working on projects. Also, answers non-routine correspondence and assembling highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the agency. Independent judgment is required to plan, prioritize, and organize diversified workload.
POSITION QUALIFICATION REQUIREMENTS Education: Associate degree Experience: Minimum of five (5) years' experience as a Project Coordinator or Office Manager.
Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position:
- Work requires an excellent command of the English language in written and oral form.
- Must have knowledge of administrative procedures. Proficient use of computer software applications such as word processing, spreadsheets, database and presentation software.
- Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
- Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
- Work requires continual attention to details composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Excellent organizational skills, with ability to multi-task and manage sometimes complex and confidential matters under minimal supervision.
- Commitment to maintain the confidentiality of correspondence, documents, discussions, meetings, and telephone calls.
Transportation Requirement: Must possess a valid driver's license and automobile with insurance coverage as required by the State of Missouri.
License(s)/Certification(s) Required: None required
FUNCTIONS OF THE JOB Essential Functions: - Provides administrative support such as answering phones, assisting visitors, resolving administrative problems, scheduling meetings and appointments, managing calendars.
- Coordinates calendars and activities for the Dental Director.
- Prepares and manages staff schedules to maintain consistent and adequate staffing levels, handling ad hoc changes as needed.
- Ensures compliance with regulatory standards and serve on Joint Commission, OPR and other QI committees as requested by Dental Director.
- Serves as liaison with Facilities Department to ensure physical/plant cleanliness and maintenance.
- Records/reports the need for service maintenance or repair for equipment and removes any faulty equipment from service.
- Assists Dental Director and COO with the writing and dissemination of department policies,
- procedures and protocols.
- Assists Dental Director with the coordination and staffing of monthly department meetings.
- Assist with the research of information on complaints and patient satisfaction.
- Performs special projects including creating presentations, planning and coordinating multiple projects, and working with various resources to gather and disseminate important information.
- Works independently and within a team on special nonrecurring and ongoing projects
- Act as liaison with other departments and outside agencies, including high-level staff such as, Vice Presidents, etc.
- Open, sort, and distribute incoming correspondence, including faxes and email. Respond to regularly occurring requests for information.
- Set-ups and oversees maintenance of files, both electronic and hard copy.
- Compiles and distributes agendas and handouts for meetings in addition to taking minutes as requested.
- Tracks and monitors assignments and follow through to completion
- Communicates effectively with patients, visitors and staff, addressing concerns and resolving issues professionally.
- Performs other duties as assigned.
Supervises: None
NOTE: SMOKING IS PROHIBITED IN THE WORK ENVIRONMENT NOTE: ALL APPLICANTS MUST PROVIDE CONTACT INFORMATION FOR THREE REFERENCES AN EQUAL OPPORTUNITY SERVICES PROVIDED ON A NON-DISCRIMINATORY BASIS