Job location: PM University City

Employment Type: Full-time
Posted data: 2021-06-10
Req: JR00033909
University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Dental Practice Administrator - University City

Job Profile Title

Dental Practice Administrator

Job Description Summary

Penn Dental Medicine’s Family Practice (PDFP) is interested in hiring the best and the brightest dental assistants who are looking to broaden their skill sets and gain valuable experience in the art and science of the dental field. As a member of the PDFP family, individuals are provided the opportunity to work alongside a diverse team whose mission is to provide quality dental care which exceeds patient expectations. Ideal candidates must:
1. Be ready to have a voice on a highly collaborative team
2. Stay thirsty and always seek to learn and improve upon patient service and clinical practice
3. SMILE…because WE make people smile!

Penn Dental Family Practice is comprised of over 35 doctors, 15 dental hygienists, 22 dental assistants, 17 staff AND GROWING! Together, the team works collaboratively to provide multi-specialty care utilizing leading techniques in patient care.

Job Description

THE OPPORTUNITY

The Practice Administrator with Penn Dental Medicine’s Penn Dental Family Practice (PDFP) is the top level administrative leader at the University City location, reporting directly to the Assistant Dean of Extramural & Intramural Affairs. In addition to responsibility for the day-to-day administrative operations of the practice this individual sets the strategic direction of the practice, in collaboration with practice and University leaders. This individual in this position must possess excellent technical and analytical abilities, as well as impeccable leadership skills to co-manage 50+ employees.

This is an exciting full-time position for a super organized, as well as detail and service-oriented professional looking to play a critical, administrative role in our daily office and financial operations. The ideal candidate for this opportunity is a self-starter who has experience providing general financial/accounting assistance as well as keeping a busy office running smoothly.

THE ROLE

From the morning essentials that get us started here at PDFP to the patients that inspire our productivity, the Practice Administrator is there to make it happen. This position will have three focal areas: (1) Office Management, (2) Finance Support, and (3) Executive Assistance. More details are provided below in the key functions section, but the ideal candidate for this role is someone who jumps in and gets excited about the fact that there are elements of this role that are very predictable, and on some days, there are things which pop up that are unique to the day.

Key Functions:

Office Management

• Through the development and analysis of a variety of performance metrics, this position ensures that all administrative functions of the practice are efficient and supportive of PDM principles.

• This individual is responsible for creating a culture of accountability where each staff member performs at the top of his/her job description in support of the clinical operation.

• Proactively identifies areas in need of improvement, develops improvement plans and implements plans.

• Acts as a change agent as necessary, embodying all PDM cultural beliefs to ensure employee engagement and commitment to company initiatives.

• Tracks performance improvement data, in close collaboration with Human Resources

• Provides regular communications to leadership on clinic practice, projects, initiatives

• Leads and ensures appropriate onboarding and training is provided to new employees

• Supports communications and marketing for annual open enrollment

• Maintains inventory and office supplies. Proactively anticipates office needs; tracks and orders office products/supplies; evaluates new office products and comparison shops, making any appropriate cost-saving changes

• Supports with the implementation and enforcement of clinical affairs safety protocols and policies

Finance Support

• Conducts budget cycles as necessary and reports progress towards center and organizational goals on a regular basis to manager and to company leadership as requested. Key partner in the development of center budgets. Tracks budget discrepancies and explains variances as needed.

• Providing general accounting and budget support

• Supports team with preparing and maintaining financial/accounting documents and data

• Completes special projects specific to the function of the budget

Executive Assistance:

• Acts as the point of contact between Assistant Dean of Extramural & Intramural Affairs and VIP patients

• Maintains PDFP meeting schedules by planning and scheduling meetings, conferences, and travel arrangements

• Other duties as assigned

Required/Preferred Experience:

• Bachelor's degree and 2+ years of practice management experience; Relevant years of experience may be considered in lieu of Bachelor's degree

• 1+ years of financial/accounting assistant experience,

• Proven ability to maintain confidentiality and integrity in all actions and decisions, as this role will be privy to sensitive and confidential information on a regular basis

• Computer proficiency including ability to utilize Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook), Bluejeans, Zoom

• Experience with aXium and Smartsheet preferred

• Ability to accommodate different scheduling requirements based on the operational needs of the Penn Dental Family Practice.

• A track record of being able to multitask when faced with competing demands and shift gears quickly to provide support when needed to executives, teammates, & staff is essential for this role

• A track record of showing initiative and being a self-starter, always willing to accept responsibility for the tasks given and remain accountable

Required/Preferred Experience:

• ACCOUNTABILITY responsible or answerable for actions, initiatives and projects.

• LEAD WITH INTEGRITY & JUST, serve as a role model and champion for honesty, fairness and equity

• POSITIVE ENERGY AND ENTHUSIASM, with a strong commitment to exceeding patient and team expectations

• FLEXIBILITY AND OPENNESS to work as a team in a variety of roles, assignments and duties

• TEAM PLAYER a strong desire to be an active, long-term participant in the growth and success of the practice

• ABILITY TO ADAPT AND LEARN QUICKLY, make an immediate, sustainable impact, and provide value-added service to patients and team

• STRONG COMMUNICATION AND INTERPERSONAL SKILLS, displaying the ability to connect and build relationships with team members/peers and patients

• Exceptional DETAIL ORIENTATION and a proven ability to work professionally and effectively in a high production, fast-paced work environment

• Strong ORGANIZATIONAL SKILLS (i.e. must have organized system for files, records and documents that is easily accessible, and easy to follow in your absence)

• Excellent PROBLEM-SOLVING SKILLS with the ability to analyze data accurately and efficiently

Penn Dental Family Practice is the multispecialty dental practice of Penn Dental Medicine. With general dentists as well as specialists, patients can receive your comprehensive care for all your dental needs within each of the two practice locations. Patients benefit from a team of experts who practice using the leading techniques and technologies in dentistry and who are committed to providing compassionate, personalized care.

At Penn Dental Medicine, our students are among the nation’s best, and they are matched in quality by the high level of instruction and research among our faculty. Our research encompasses all the basic and clinical sciences, and Penn’s emphasis on interdisciplinary scholarship encourages collaborations across disciplines. Our clinical care brings the latest techniques and technologies to patients within our teaching clinics and faculty practice. As stewards of the neighborhood in which we reside, Penn Dental Medicine participates in a diversity of community outreach programs, serving area residents while teaching our students to practice with compassion and responsibility.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Dental Medicine

Pay Range

$59,703.00 - $113,435.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay