Dental Educational Programs Coordinator

Description

GENERAL RESPONSIBILITIES:

The Dental Educational Programs Coordinator coordinates the administrative and operational activities of Whitney Young Health Center’s (WYH) dental education and volunteer programs. The Coordinator supports dental residency education, affiliated dental hygiene and dental assisting student rotations, interns, volunteers, and other educational experiences within the Dental Department.

Working under the direction of the Dental Director and in collaboration with the Dental Practice Administrator, the Coordinator facilitates learner onboarding and scheduling, educational program documentation, residency recruitment, regulatory and educational resources, program evaluation, and communication with internal departments, affiliated educational institutions, and teaching sites. The Coordinator will work closely with the Practice Administrator to assist with regulatory and accreditation requirements.

The Coordinator serves as a central administrative resource for dental education activities while supporting the Dental Director and Practice Administrator in maintaining applicable program, affiliation, accreditation, and regulatory requirements.

SPECIFIC RESPONSIBILITIES:

Dental Education Program Coordination

• Coordinates the day-to-day administrative operations of WYH-sponsored dental education, student, intern, and volunteer programs.
• Serves as an administrative liaison among the Practice Administrator, Dental Director, faculty, residents, students, interns, volunteers, affiliated educational institutions, teaching sites, and appropriate WYH departments.
• Coordinates onboarding and orientation activities for dental residents, students, interns, and volunteers, including completion and tracking of required organizational and departmental documentation and program requirements.
• Maintains program calendars, schedules, records, deadlines, and administrative systems necessary to support educational program operations.
• Coordinates meetings, educational activities, orientations, interviews, and other events associated with WYH dental education programs.
• Prepares correspondence, reports, forms, schedules, educational materials, manuals, handouts, and other program documentation as assigned by the Practice Administrator and Dental Director.

Dental Residency Program Administration

• Provides administrative support to the Dental Director and Practice Administrator for the operation and development of WYH-sponsored dental residency education
• Coordinates the annual residency recruitment and application cycle, including candidate correspondence, applicant tracking and management through ADEA PASS and the Postdoctoral Dental Matching Program, interview scheduling and logistics, and resident orientation activities.
• Tracks resident completion of required educational, clinical, competency, evaluation, rotation, and other program requirements.
• Maintains organized resident and program records necessary to support ongoing program administration and accreditation activities.
• Compiles information and prepares routine reports regarding resident participation, evaluations, competency completion, and progress toward program requirements for review by the Dental Director and Program Administrator.
• Coordinates resident rotation schedules and communicates scheduling requirements with internal departments, affiliated institutions, faculty, and teaching sites
• Assists the Practice Administrator and Dental Director with documentation, surveys, reports, and other materials required for accreditation, program evaluation, and regulatory reporting.

Accreditation, Regulatory, and Program Documentation

• Develops and maintains familiarity with applicable requirements affecting WYH dental education programs, including Commission on Dental Accreditation (CODA) standards and requirements of affiliated educational institutions.
• Maintains organized documentation and tracking systems to support accreditation, reaccreditation, programmatic changes, surveys, reports, and other required submissions.
• Assists the Dental leadership team in gathering, organizing, and preparing supporting documentation for accreditation and regulatory activities.
• Tracks applicable deadlines and communicates upcoming requirements to the Dental Director/Practice Administrator
• Supports documentation associated with applicable HRSA-funded dental education initiatives and other educational grants or programs, as assigned.
• Maintains educational and learner competency documentation necessary to support applicable program and accreditation requirements.

Educational Program Evaluation and Quality Improvement

• Compiles program information and assists the Dental leadership team with evaluation of educational program outcomes, learner progress, completion of program requirements, and other performance measures.
• Identifies opportunities to improve educational program processes, documentation, workflows, scheduling, and administrative systems.
• Participates in quality improvement activities related to dental education, learner onboarding, rotation processes, residency administration, educational documentation, and learner tracking.
• Collaborates with the Dental Director and Dental Practice Administrator on process improvements and department initiatives that affect dental education programs.
• Assists with implementation and evaluation of approved educational program improvements.

Organizational and Compliance Responsibilities

• 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

Requirements

MINIMUM QUALIFICATIONS:

• Associate degree in healthcare administration, education, business administration, public health, human services, or a related field and at least two (2) years of relevant experience in healthcare, education, program coordination, residency, clinical education, project coordination, or administrative support; OR high school diploma/GED and at least four (4) years of progressively responsible relevant experience.
• Demonstrated experience coordinating multiple projects, schedules, programs, or administrative processes and meeting established deadlines.
• Experience maintaining records, tracking requirements, preparing reports, and coordinating completion of required documentation.
• Strong organizational, planning, written communication, verbal communication, and interpersonal skills.
• Proficiency with Microsoft Office/Microsoft 365 applications, including Word, Excel, Outlook, and PowerPoint, and ability to learn additional electronic systems and platforms required for the position.
• Ability to appropriately handle confidential information and work collaboratively with individuals from different professional, educational, and organizational backgrounds.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in healthcare administration, education, business administration, public health, human services, or a related field.
• Experience with accreditation, regulatory, compliance, or grant-supported program documentation.
• Familiarity with CODA accreditation standards or graduate dental education.
• Experience with ADEA PASS and/or the Postdoctoral Dental Matching Program.
• Experience developing or coordinating orientation materials, educational resources, competency tracking tools, or program documentation.
• Experience using Microsoft 365 collaboration and data-management tools such as SharePoint, Forms, and Excel or comparable systems.
• Dental assisting, dental hygiene, or other dental practice experience preferred but not required.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to organize and prioritize multiple assignments with competing deadlines.
• Strong attention to detail and ability to maintain accurate records and tracking systems.
• Ability to communicate effectively and professionally with leadership, employees, faculty, residents, students, volunteers, educational institutions, and external partners.
• Ability to interpret program requirements and translate them into administrative processes, tracking tools, schedules, and documentation.
• Ability to develop clear written instructions, educational materials, correspondence, and reports
• Ability to identify incomplete documentation, missed deadlines, or unmet requirements and appropriately escalate concerns to the Dental Director and Practice Administrator.
• Ability to work independently within established responsibilities while recognizing matters requiring clinical, administrative, or program-leadership decision-making.
• Ability to learn accreditation standards, institutional requirements, and specialized electronic platforms relevant to dental education.
• Ability to maintain confidentiality and exercise sound judgment when working with learner, employee, and organizational information.

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.

Salary Range: $27.00 - $31.00 hourly