Administrative and Data Manager

Jewish Family & Career Services of Atlanta (JF&CS) offers best-in-class, person-centered programs and resources to transform lives. Building on our 125-year history, we are here to help individuals and families of all faiths live to their full potential. Guided by Jewish values, we are a welcoming community, and our experienced professionals bring integrity and compassion to their work in the fields of aging and older adults, career counseling, dentistry, mental health, intellectual and developmental disabilities, and need-based support services. We serve thousands of individuals annually regardless of age, race, religion, national origin, or ability to pay.

Working at JF&CS:

At JF&CS, we hold these values close to our heart: Commitment and integrity, compassion and respect, innovation and collaboration, professionalism, and responsiveness to diverse needs. Guided by Jewish values, and voted a Top Workplace for 2022 by the Atlanta Journal-Constitution, we are a welcoming community of professionals passionate about making a difference in the community. For testimonials from staff on what it’s like being part of the JF&CS family, you can visit our Careers page.

Our Ben Massell Dental Clinic is now seeking an Administrative and Data Manager

DESCRIPTION:

The Ben Massell Dental Clinic is a fast-paced state of the art dental facility with over 100 volunteer dentists providing quality dental care to individuals in Metro Atlanta. The clinic has 15 operatories and the absolute latest in dental equipment. The clinic has an opening for a full-time dental assistant. We offer a very Competitive Salary and excellent Benefits package. Applicant must be knowledgeable of dental procedures and instruments. Guides and maintenance records for equipment care. Must maintain organizational practices and ability to add positive growth to the dental team. Along with Professionalism, this job also requires Commitment and Integrity, Compassion and Respect, Innovation and Collaboration, and Responsiveness to Diverse needs.

PURPOSE:
To provide supervision of all non-dental aspects of the practice, including but not limited to care coordination and administrative duties and processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Management of Front Desk/Care Coordination of Patient activities, including but not limited to the following:
  • Registration: ensure accurate patient registration, eligibility screening, and related admission activities
  • Scheduling Appointments: direct scheduling utilizing NDental/OpenDental system (EDR) for patient visits and oversee effective use and monitoring of treatment waiting lists. Confirm patient appointments and reschedule appointments as needed
  • Customer Service: monitor patient communication, answer calls, process inquiries, appointment confirmation, check voicemail regularly
  • Donations: monitor, secure, and reconcile donations
  • Feedback: coordinate and report on patient Health Assessments, Satisfaction Surveys, Impacts, etc.
  • Records Requests: fulfill patients’ records requests
• 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.
  • Analyze practice data monthly, and implement 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
  • Provide Monthly summary of all Contributions to programs and notification of accounts payable
  • Manage GVHCP program providing Sovereign Immunity coverage
  • Provide clinic tours and manage exhibit presence at Hinman Dental Meeting
  • Manage overall clinic schedule and phone system (operating hours, holidays, training and unforeseen closures, special programs, etc.)
  • Attend, schedule, and take minutes at BMDC Executive Committee Meetings, as needed
  • Develop written protocol/procedure documents for non-dental aspects of the clinic (i.e., phone system, I.T., office procedures)
  • Supervise Front Desk/Care Coordination staff; handle non-dental Human Resources Matters
• Serve as Liaison on Facilities and IT issues:
  • Initiate non-dental invoice submissions (utilities)
  • Coordinate with contracted repair personnel (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
• General Supervision of all Volunteer-related aspects of the practice, including, but not limited to:
  • Consult with Director and staff to determine volunteer needs and tasks
  • Create administrative volunteer job descriptions
  • Interview, screen, and place/schedule administrative volunteers
  • Schedule orientation and run training program for onboarding volunteers
  • Administrative Volunteer tracking and reporting to GVHCP and to support Director
  • Monitor and evaluate efficiency of volunteer services

Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Admin Volunteer Training: Strong organizational and analytical skills to support care coordination team and supervise multiple projects managed by volunteers. Ability to develop processes, policies and procedures to support the clinic’s goals and mission. Microsoft Office: Ability produce documents for grants and internal and external communications. Language Skills: Ability to communicate with both technical and administrative team members to support the goals of the clinic. Computer Literacy: Ability to use an EMR (Electronic Medical Records) software and develop processes for future staff members. Basic Statistical Analysis: Ability to conduct basic descriptive analyses for data tracking, monitoring, and reporting. Supervision: Ability to provide supervision and support for the Front desk staff and administrative volunteers, as needed.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to handle or feel objects, tools or controls and to talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment may be loud due to a great variety and amount of patient activities.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree
• Management experience in a multi-provider dental practice preferred
• Experience working in a dental or healthcare setting preferred
• Skills in data tracking, monitoring, and reporting
• Familiarity with Electronic Medical or Dental Records and Generating Reports
• Excellent Microsoft Office skills, Word, Excel, PowerPoint, Teams and SharePoint

Medical, Dental, and Vision are available on the first day of hire for all full-time staff. In addition, PTO, 401K, holiday pay and paid parental leave are also available within our agency benefits package!

How to Apply?

To apply, please follow this link to locate the full job description and application: Jobs @ JF&CS 

COVID-19 VACCINE MANDATE: Where permitted by applicable law, the applicant must be fully vaccinated against COVID-19 by the date of hire to be considered for employment. The booster requirement must be met 30 days after you become eligible, and proof of booster must be provided to Human Resources. JF&CS is an EEO employer and will engage in interactive dialogue regarding any accommodation requested based on medical or religious considerations.