Administrative & Projects Manager

Administrative & Projects Manager

The Ben Massell Dental Clinic is a ray of hope and opportunity for thousands of patients who rely on us, run by a small staff and a vibrant core of volunteers. We are seeking a professional as the Administrative & Project Manager. This individual will report to the Director and may have experience in a dental setting, public health, project management, or other task-driven work demonstrating a high level of quantitative reasoning, management, and service. The ideal candidate should be eager to work in a fast-paced setting and be adaptable to the evolving needs of the clinic and patients. The Administrative & Projects Manager should provide general supervision of all non-dental aspects of the practice, including, but not limited to:

  • Manage the Care Coordination of all patient’s administrative and treatment needs:

    • Ensure accurate registration, eligibility screening, and other related activities

    • Direct scheduling utilizing nDental system (EMR) for patient treatment visits and oversee effective use and monitoring of treatment waiting lists

    • Exhibit exemplary customer service at all times and coach team on the same

    • Oversee patient communication (answer calls, process inquiries, appointment confirmation, check voicemail regularly)

    • Monitor, secure, and reconcile cash donations

    • Confirm patient appointments

    • Coordinate Patient Evaluations (Health Assessment, Satisfaction, and Impact feedback)
    • Fulfill records request

  • Lead administrative processes, including but not limited to:

    • Support Director with Data management and tracking (outcomes reporting, statistical and demographic information) utilizing nDental and other systems for internal use and for reporting to funders.

    • Analyzing practice data monthly, and implementing procedures to
      improve the health and efficacy of the practice, to show
      trends, to recognize successful performance by staff members, and to uncover problem areas in the practice before they become serious

    • Monthly summary of all Contributions to programs and notification of accounts payable

    • Oversee GVHCP program providing Sovereign Immunity coverage

    • Provide clinic tours and manage exhibit presence at Hinman Dental Meeting

    • Manage overall clinic schedule (operating hours, holidays, training and unforeseen closures, special programs, etc.)

    • Handling clerical duties

    • Attend, schedule, and take minutes at BMDC Executive Committee Meetings

    • Develop written protocol/procedure documents for non-dental aspects of the clinic. (eg, phone system, I.T., office procedures)

    • Handle non-dental Human Resources Matters

  • Serve as liaison to Facilities Manager and IT:

    • Initiate non-dental invoice submissions (utilities)

    • Coordinating with contracted repair personnel (is this non-dental)

    • Assume primary responsibility for non-dental facility safety and maintenance

    • Inventory Control for non-dental office supplies, stocking and ordering

    • Ensure that dental office is properly cleaned, facility is closed and secured in the evening

The Administrative & Projects Manager should provide general supervision of all volunteer-related aspects of the practice, including, but not necessarily limited to:

  • Consult with Director and staff to determine BMDC needs for various volunteer services.

  • Create administrative volunteer job descriptions

  • Interview, screen and place administrative volunteers

  • Schedule orientation and run training program for onboarding

  • Administrative Volunteer tracking and reporting to GVHCP and to support Director

  • Administrative Volunteer scheduling

  • Monitor and evaluate efficiency of volunteer services


  • Bachelor’s degree (B.A.)

  • Experience in community or public health

  • Skills in data tracking, monitoring and reporting

  • Grants research and writing

  • Excellent Microsoft Office skills, Word, Excel, Powerpoint as well as familiarity with virtual modes of communication

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