ASDOH - Post-Doc Program Coordinator, Orthodontics

A.T. Still University's Arizona School of Dentistry and Oral Health (ATSU-ASDOH) seeks applications for a Post-Doc Program Coordinator, Orthodontics. This position reports to the Director of Clinic Operations, Orthodontics, while supporting day-to-day activities & functions of the Orthodontic program and residents and providing administrative support to faculty and staff in Ortho.

Job Duties:
  • Primary Institutional Liaison for all incoming and prospective Orthodontic residents.
  • Manage and organize recruitment, screening, and enrollment of residents.
  • Coordinates curriculum for resident orientation at the direction of Clinical & Educational Director faculties for each program.  
  • Monitor resident progress for program completion and certification.
  • Prepare and submit vendor payment purchase order (PO) requests for non-clinical/consumable items.
  • Coordinate Orthodontic internal referrals.
  • Record and track Orthodontic residents’ time off for medical, CE and vacation, and reporting to the Registrar.
  • Track and report all resident incidents and exposures.
  • Create and maintain activities log of the Orthodontic program as required by CODA.
  • Schedule meetings and room bookings as related to faculty, residents, students and administration of the Orthodontic Program, along with preparation of meeting documents as needed.
  • Compile agenda, record and distribute the minutes of Post-doctoral Orthodontic meetings.
  • Keep the Orthodontic department & Triton team apprised of pertinent resident scheduling changes and update changes in Dolphin and Google.
  • Oversee allocation of annual budget for the educational, resident-related activities, i.e. orientation, interviews.
  • Work with faculty to schedule lunch and learns, reserve the room, and make arrangements for the food.
  • Administrative assistant to the Orthodontic Administrative and Clinical Directors, including maintaining multiple calendars, emails, and general correspondence.
  • Manage the Google and Dolphin calendars for the Orthodontic program.
  • Oversee the Google calendar for the Orthodontic conference rooms, receiving and booking all incoming requests.
  • Write detailed, accurate communication, including memorandums, letters and reports concerning the program. 
  • Monitor resident course completion in Canvas.
  • Assist with travel arrangements as requested – traveling ASDOH faculty, visiting lecturers, and internal faculty.
  • Assist with submitting travel requests for faculty as requested.
  • Perform all department clerical work (scanning, filing, scheduling).
  • Assist Faculty in chart audits and work with residents to resolve deficiencies. 
  • Manage and maintain records related to the Orthodontic program.
  • Run Dolphin patient reports, monitor and communicate with recall and unscheduled patients, track correspondence.
  • Post Program Directors research as needed.
  • Retrieve Orthodontic mail from the bin and deliver to appropriate personnel. 
  • Assist with patient records requests for Orthodontic patients.
  • Provides clerical support as needed to Orthodontic department and faculty.
  • Acts as back up to the Orthodontic deposit process.
  • Other duties as assigned. 

Skills/Requirements:

  • Two-year college certificate or equivalent required; preferred in education, business, or administration.
  • Strong Administrative background with project management experience; calendar coordination and event planning a plus.
  • Ability to deescalate in a conflict or confrontation.
  • Organizational, computer and writing skills.

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