Orthodontic Clinic Coordinator

This position is responsible for coordinating clinic operations by establishing and maintaining communications with internal and external support services, monitoring, and reporting clinical activities and resident patient assignments, monitoring, and updating clinic software and hardware and facilitating department policies and procedures. Other duties include acting as a central resource person for residents, staff, and faculty in regards to clinical operations and tech support.

This is a full time (40 hours) position.

Job duties include but are not limited to:

Coordination and support of clinical activities - 40%

• Facilitates and develops new protocols, procedures, and methods to improve clinic efficiency and oversee database accuracy.
• Prepares executive level written or other communication as needed by orthodontic division for use in presentations, clinic materials or division correspondence.
• Leads initiative towards design, marketing, and maintenance of Orthodontic web page for the graduate program.
• Supports office staff, residents, and faculty with questions on billing, dental equipment, dental software, and the day-to-day operations of the clinic.
• Coordinates and organizes educational experiences and rotations for the graduate clinic. Tracks resident activities and ensure appropriate number and kinds of treatments are accomplished to meet program criteria and requirements.
• Analyzes data pertaining to appointments for utilization and productivity. Recommends and executes changes.
• Collects and retrieves data used in clinic operations including residency program outcome assessment and research projects.
• Monitors systems track and follow-up with patients who have missed appointments or are behind on treatment.
• Utilizes PCard and EFS access to ensure payment of clinic invoices for Division of Orthodontics.

Orthodontics Digital Applications and equipment coordination- 40%

• Manages and coordinates the installation of software upgrades to all orthodontic databases, computers, and x-ray equipment. This includes over 35 computers and software that includes Edge, Dolphin, Invisalign, and EasyRX.
• Manages digital images and records requests according to HIPAA standards.
• Holds 24/7 administration rights given by AHC-IS to facilitate smooth operations and updates of clinic electronic systems.
• Monitors accuracy of information entered in database by graduate students and address errors or concerns.
• Keeps inventory of all computer equipment and usage; coordinates equipment updates
• Provides troubleshooting, verification, testing, reporting, compiling data, and monitoring applications and databases for accuracy and consistency.
• Ensures accurate transfer of patients from graduating class to new resident class while ensuring all Clinic rows are balanced evenly.
• Facilitates completion of chart audits for quality assurance
• Coordinates access for and trains all new staff, faculty and residents on all Orthodontic databases and systems. This includes onboarding new residents.
• Designs and creates daily scheduling grid to ensure efficient patient treatment.
• Tracks and sends outside laboratory shipments.

Clinic Marketing Management 20%

• Develop and implement short- and long-term marketing and communication strategies in conjunction with SOD Communications.
• Tracking and analyzing the performance of marketing campaigns, identifying areas for improvement, and reporting on results.
• Developing and producing materials to educate patients about services, procedures, and the clinic's offerings.
• Write, edit, manage, and share web copy, marketing emails, social media posts and other various marketing communications related content.
• Manage content, production, and dissemination of alumni e-newsletter; maintain newsletter contact list.
• Planning and executing events, promotions, and other activities to attract and retain patients.
• Building and maintaining relationships with key stakeholders, including SOD marketing team, department faculty and staff, other industry providers, and community organizations.
• Monitor news, social media, and industry partners' websites for content ideas and emerging trends.
• Create and maintain strategic marketing materials geared toward a variety of stakeholders, including video, articles, infographics, social media campaigns, digital ads, and more.

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS plus at least two years of experience or a combination or related education and work experience equal to at least six years
• Demonstrated proficiency in learning and using technology and various computer applications.
• Experience in the application of marketing principles, strategies, and tactics.

Preferred Qualifications:

• Experience working in an orthodontic or dental office.
• Experience with University systems including EFS and Pcard training.
• Ability to analyze data, produce reports, identify trends, and make data-driven decisions.
• Graphic design experience; proficient in Adobe Cloud, including Photoshop, InDesign, Premiere Pro, and Acrobat Pro.
• Experience editing websites using content management systems like Drupal, WordPress, Wix, Joomla, etc.
• Experience managing social media for organizations.

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay Range: $31.57-$45.00; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).