GENERAL RESPONSIBILITIES:

The Dental Residency Coordinator provides administrative support to the Dental Residency Director, as well as assists the Dental Residency Director with the coordination of planning, organization, communication, and evaluation of all activities within the Dental Residency Program. 

SPECIFIC RESPONSIBILITIES:

Facilitates interactions of the Program with ADA, CODA, St. Peter’s Hospital Partners, NYS Department of the Professions, HRSA, as well as other clinical sites and partners involved in the residency program.

Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required; maintains up-to-date letters of agreement; distributes documents internally or externally, meeting appropriate deadlines; prepares periodic and special reports regarding documents processed.

Assists with the Program’s resident and faculty application and recruitment processes, including the preparation of materials and scheduling the attendance to residency fairs.

Coordinates program’s interview process, including but not limited to, processing of PASS applications, scheduling of interviews, communicating with interviewees and the match submission.

Monitors and records resident activities, such as duty hours, annual leave, attendance, any resident and/or faculty travel, to maintain compliance with clinical site and residency program regulatory requirements.

Maintains resident portfolios.

Distributes, collects and tabulates all evaluation forms regarding residents, rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting.

Enables and assists residents in obtaining clinical productivity information such as improving access to productivity and quality measures, data, and resident education.

Completes CODA surveys, standards requirements, and program updates trainee data on tracking system.

Acts as liaison amongst faculty, residents, program leadership, other departments and affiliated institutions.

Assists in gathering supporting documentation for residency reaccreditation, regulatory issues, legal and risk management issues, and reimbursement audits.

Completes residency verification for past graduates.

Assists Dental Residency Director in creating rotation schedule for residents.

Provides support and meets regularly with the Residency Director concerning office management issues and activities and the status of projects; identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Residency Director for improvement; may assist in program-level and/or institutional-level policy development.

Develops correspondence, memorandums and reports as required by the Dental Residency Director or designee.

Creates and formats documents.

Coordinates meetings and organizational events, including but not limited to the annual residency orientation, prepares agendas and materials, reserves and prepares facilities and coordinates any food and supplies necessary for the meeting. 

Takes and transcribe minutes for department staff meetings involving dental residents or the dental leadership team. 

Attends center wide meetings as assigned.

Compiles information and prepares monthly reports regarding resident performance, including their progress with program requirements.

Operates standard office equipment (Scanner/Copier/fax, laminator, postage meter, adding machine, etc.)

Follows proper procedure for opening, sorting and routing incoming mail and preparing outgoing mail related to the dental residency program. Track residency program specific items/individuals and submits pertinent forms for approval, as assigned.

Ability to travel to all Whitney Young locations. 

Demonstrates excellence in both internal and external customer service.

Understands and adheres to HIPAA compliance, corporate compliance and client confidentiality.

Ensures and/or remains in compliance with local, state, and federal regulation, i.e. DHHS HRSA and NYSDOH, and all accreditation standards (e.g. Joint Commission and NCQA-PCMH).

Adheres to the National Patient Safety Goals as defined by the Joint Commission and Whitney M. Young Jr. Health Center.

Completes other duties as assigned.

MINIMUM QUALIFICATIONS:

High school graduate/GED plus three (3) years’ experience within a clinical healthcare environment. Proficient in MS Office Suite. Excellent verbal and written communication skills. Must be able to lift and /or move up to 10 lbs. Must have reliable transportation. Excellent telephone skills and relates well with the public. Self-starter and able to work independently. Must have strong planning and organizational skills and the ability to prioritize multiple tasks Professional demeanor and ability to handle confidential information in an appropriate manner are essential.

PREFERRED QUALIFICATIONS:

Associates or Bachelor’s degree. Experience in a dental office or, experience in the administration of a healthcare residency program.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected status.