Clinic Administrative Coordinator

University of the Pacific•Stockton, CA

About The Position

Under the general supervision of the Clinic Manager, the Clinic Administrative Coordinator performs administrative support duties related to clinic operations and contributes to the clinic’s purpose. The coordinator serves as the primary administrative support person for the ADD and as a primary source of communication between Department Chairs. The role supports student clinic assignments and schedules, clinical reporting, faculty records, meetings, correspondence, and day-to-day operational needs. It also calls for professional, culturally responsive communication and effective working relationships with students, faculty, staff, and other stakeholders at the Dugoni School of Dentistry.

Requirements

High school diploma or GED.
Three years of administrative support experience.
Ability to compose professional correspondence and reports.
Ability to manage time, organize duties and assignments, and prioritize effectively to meet multiple deadlines.
Ability to work accurately and effectively in an open office environment with multiple interruptions while maintaining a professional demeanor.
Ability to take initiative in organizing and maintaining departmental responsibilities, projects, and procedures.
Ability to understand and maintain the confidentiality of student and faculty records in accordance with applicable laws and regulations.
Strong problem-solving and follow-through skills.
Effective and professional written and verbal communication skills with all constituents.
Strong attention to detail.
Ability to be flexible and accommodating when changes arise on short notice.
Professional image and effective communication, customer service, and interpersonal skills.
Ability to work independently and as part of a team.
Typing speed of at least 50 words per minute (the source text appears as “S0wpm”).
Experience and sensitivity in working with people from diverse backgrounds and cultures.
Demonstrated experience advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in the work.

Nice To Haves

Knowledge of principles of business letter and report writing.
Knowledge of dental terminology and treatment planning.
Intermediate proficiency with Microsoft Word, Excel, Access, PowerPoint, and email systems.

Responsibilities

Monitor student attendance during clinic sessions and reassign chairs when no-shows or failed appointments occur.
Develop, maintain, and distribute clinical team reports and correspondence, including quarterly student productivity reports, chair utilization reports, letters of recommendation, student rosters and language lists, and daily seating reports.
Meet with the ADD and provide feedback about patient assignments; track follow-up and continuing care for patient assignments, including through daily huddles.
Coordinate and oversee student extramural rotation schedules, ensure compliance with policies and protocols, answer student questions, and monitor attendance at rotations.
Make schedule changes during the academic year and communicate changes to students.
Schedule student meetings, including room requests, notifications, and agendas.
Assist students with patient communication, time management, professional clinic behavior, and acceptable clinic attire.
Participate in quarterly ADD interviews and provide feedback on student progress.
Complete quarterly student performance ratings and feedback through Qualtrics surveys.
Confirm meetings, appointments, and events; prepare materials and coordinate logistics such as room setup, invitations, and catering.
Prepare, distribute, and file correspondence, agendas, minutes, reports, and related materials; prepare and update presentations and documents as assigned.
Maintain current electronic faculty files, leave requests, and faculty credentialing records.
Provide administrative support for timely project follow-up and daily operational needs.
Develop and maintain working relationships with stakeholders at the Dugoni School of Dentistry.
Serve as the point person for general email announcements and notifications to students, faculty, and staff from the SAC Clinic Operations email address.
Perform other duties assigned by the ADD or designee.