Job description

Primary Purposes:

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.
Under the general supervision of the Chair of Department of Oral and Maxillofacial Surgery, manages the daily operations and staffing activities for OMS, and implant.
Essential Functions:

• Manage the daily operations and staffing activities of OMS, and implant; work closely with the Chair, Oral and Maxillofacial Surgery and liaise with the Chair, Department of Preventative and Restorative Dentistry to coordinate the surgical phase of implant cases. Inform clinic directors and department Chairs of issues requiring their involvement.
• Analyze month end and fiscal year end production report for all services covered; collaborate and provide input to clinic directors and department chairs regarding increasing production revenue including an ongoing log of chair utilization for OMS.
• Update clinic and private practice fees on an annual basis.
• Manage and oversee implant services protocol to include patient recall system, maintenance of patient files and records, appointment schedule, ordering and stocking of surgical and restorative implant components, and arrangement for appropriate facultyand students to be present at the time of placement; maintain spreadsheet of all implant cases showing current status of each case; follow up on cases as necessary; coordinate implant services with other managers under which services fall.
• Manage and maintain implant vendor contracts with respect to items ordered and tracked for both surgical and restorative operations.
• Oversee coordination with students of all phases of implant treatments and verify financial arrangements; discuss with patients the timeline and process for treatment; introduce to PCC and obtain financial commitment from patient with contract signature and payment agreement; ensure compliance with clinic policy for all implant-related services.
• Assist in faculty updates for expired credentials and licenses.
• Review missing charges report and resolve outstanding transactions.
• Create and coordinate quarterly faculty schedule, including the assurance of the correct voucher submission, following up to ensure faculty are aware of their schedule and updated on changes to clinical protocol.
• Conduct weekly OMS student huddles with third year and second year students.
• Audit chart accounts to include correct treatment plans, documentation and that correct consents are on file, fixing any issues that are incorrect so that our insurance team can send out claims in a timely manner.
• Expand, support, and provide oversight of staffing/operations for the surgical center working closely with dental anesthesiologist and surgeons.
• Collaborate and provide insight for the development of the academic calendar to ensure smooth operation; pairs up with student rotations, implant surgery, private practice, night clinic, implant consults, oral pathology consults and any other appointments that may occur in the clinic.
• Annual update of the online Pac Manual for both the Oral Surgery Clinic and Implant Services assuring that material in the manual is up to date.
• Review, analyze and reconcile the budgetary and production reports for both the prosthodontic and surgical teams; manage the processing and authorizing for purchase order release forms for OMS.
• Reconcile department Procard on monthly basis.
• Act as liaison for axiUm/computer software/hardware issues for the clinics; troubleshoot issues prior to requesting IT support.
• Maintain the student Implant Canvas site including updates based on protocol changes, surgeon, and restorative faculty schedules for both consults and surgeries.
• Coach, lead and mentor staff; manage work performance to include training, work distribution, performance appraisals, adherence to clinic policies and procedures, work schedule and commendation or disciplinary procedures; conduct regular staff meetings.
• Provide information and make policy recommendations in areas of personnel, patients, and office management.
• Compose/prepare confidential letters, memoranda, and faculty and student evaluations.
• Perform all other duties as assigned by the Chair of Department of Oral and Maxillofacial Surgery.

Minimum Qualifications:

Knowledge of:

• Principles of management and supervision.
• Accounting/billing procedures.
• Principles of business communication, including interpersonal interactions, and letter, and report writing.
• Microsoft Excel, Word, and Access.

Ability to:

• Communicate effectively and professionally with a diverse population of students, residents, staff, faculty, and patients.
• Produce professional and concise reports and written correspondence.
• Analyze financial reports and make appropriate recommendations.
• Exercise autonomous judgment and discretion with sensitive/confidential information.
• Maintain confidentiality of information.
• Work independently with minimal supervision.
• Provide effective leadership, training, and supervision.
• Demonstrate professional judgment in all situations.
• Effectively manage projects and deadlines.

Experience:

• Minimum of five years office management experience.

Education:

• High school diploma or equivalent.

Working Conditions:

• Position is full-time, 8 hours per day, 5 days per week.

Preferred Qualifications:
Knowledge of:

• Clinical database systems desirable; axiUm software helpful.
• Dental terminology and treatment, equipment, and supplies desirable.

Distinguishing Characteristics:

• Bilingual skills helpful.

Experience:

• Minimum of five years office management experience, preferably in a dental or medical office.

Education:

• Bachelor’s degree in Business Administration or related field desirable.

Other:

• 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.

• Work performed is primarily office/administrative with frequent use of computer keyboard, mouse, and telephone.
• Requires sitting majority of the working day; occasional standing, bending, and walking.
• Occasional lifting of up to 15 lbs. should be anticipated.

Job Type: Full-time

Pay: From $108,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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