UNIV - AH4006 Program Coord II - CDM - Ortho

Job Description Summary

Working independently, provides administrative support to the Head of Orthodontics, the Program Director of the Post-Graduate Residency, the Director of the Master of Dental Sciences degree program, the Director of Pre-doctoral Education, and all faculty within the Orthodontic Section of the Department of Advanced Clinical Sciences in academic and professional activities. Works with the College of Dental Medicine Business Office to keep accurate financial records. As Orthodontic Program Coordinator within the JBE College of Dental Medicine responsibilities also include: organizing the annual resident recruiting process by organizing all applications, communicating with applicants, and managing the online PASS and MATCH systems, acting as the Orthodontic representative at college-wide meetings and events, maintaining the OurDay system, ordering all operational supplies, paying all operational and clinical supplies invoices, working with the MUSC Foundation by managing and submitting faculty and resident requests for expense reimbursements, registering and scheduling air flights for faculty and resident attendance at conventions and other meetings, scheduling orientation, rotations and training activities for current and incoming residents, establishing the faculty schedule and recording faculty leave, managing/recording resident attendance and leave, blocking the clinical schedule in EPIC for resident absences or other non-patient scheduled activities, and assisting all faculty within the department on a daily basis with the objective of running an efficient and organized departmental office.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001138 CDM Orthodontics

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Summary:

Provides administrative support to the Program Director of the Post-Graduate Residency. Works with the College of Dental Medicine Business Office to keep accurate financial records. As Orthodontic Program Coordinator within the JBE College of Dental Medicine responsibilities also include: managing the annual resident recruiting process by organizing all applications, communicating with applicants, and managing the online PASS and MATCH systems, managing in cooperation with the MSD Director the Master’s Degree activities associated with courses and research/thesis activities, acting as the Orthodontic representative at college-wide meetings and events, maintaining reports and data entry in the OurDay system, ordering all operational supplies, paying all operational and clinical supplies invoices, working with the MUSC Foundation by managing and submitting attending faculty and resident requests for expense reimbursements, registering and scheduling air flights for faculty and resident attendance at conventions and other meetings, scheduling orientation, rotations and training activities for current and incoming residents, documenting all CODA required information throughout the program, establishing the faculty schedule and recording faculty leave, overseeing resident patient care regarding scheduling, malocclusion types and load, managing/recording resident attendance and leave, blocking the clinical schedule in EPIC for resident absences or other non-patient scheduled activities, collaborating with the clinic front desk patient service representatives (PSRs), and assisting all attending faculty and Section Head within the orthodontic section/clinic on a daily basis with the objective of assuming additional responsibilities as needed to run an efficient and organized program and clinic.

Job Duties:

30%: Working independently, provides program support to the Program Director of the Post-Graduate Residency. Specifically, the Coordinator position provides direction, leadership and day-to-day management of the Advanced Education Program in Orthodontics. Assist with special projects including annual reports. Handle all orthodontic residency program correspondence via phone, email, and mail. Maintain program calendars including conference room schedules and management of attending faculty and resident schedules. Keep electronic records of all attending faculty and staff licenses, certifications, and training. Manage Program sponsored CE Courses including communication with venues, attendee registrations, and food/drink. Schedule, arrange transportation, accommodations, dinners, and manage honorariums for guest lecturers. Assist attending faculty with the annual Interfolio Evaluation process. Plan team-building activities for faculty, staff, and residents. Responsible for recoding and tracking approved resident and faculty leave and time. Ensure proper authorization is obtained and all MUSC, Departmental, HR and Payroll Policies are followed in regards to leave. Coordinates Affiliation Agreements for the graduate program and organized information for affiliated sites. Provide administrative support for the Program Director and Section Head. Oversees scheduling of resident patient care, patient malocclusion types and load, blocking the clinical schedule in EPIC for resident absences or other non-patient scheduled activities, collaborating with the front desk patient service representatives (PSRs) and assisting all faculty within the orthodontic section/clinic daily with the objective of assuming other responsibilities as needed to run an efficient and organized program and clinic.  - (Essential)

20% - Serve as a liaison with outside agencies such as PASS and MATCH. Under the supervision of the Program Director, manages and organizes the recruitment process for the Orthodontic Graduate Program to include maintaining the WebAdMit system for PASS applications. Maintains an open line of communication with applicants regarding the interview process to include travel. Prepares and sends letters and schedules interviews. Manages onboarding of new residents serving as the main point of contact for the Admissions Office, Enrollment Management, and Central HR. Manages processes to ensure residents are supplied with required items for their program of study. Coordinate graduation activities for residents. Serves as the Orthodontic Certifying Official for Veterans GI Bill Education Reimbursement. Enter resident and predoctoral grades for all courses into the WebAdvisor grading system. - (Essential)

15% - Fiscal responsibilities include providing support for both the Clinic and Residency Program in the University Financial Systems using appropriate coding. Updates purchases with correct shipping and tax information, and obtaining required signatures as needed. Serves as the Credit Card Liaison for the Program, provides proper justification and allocates credit card billing statements in a timely and accurate manner for all credit card purchases. Assist with Budget planning for Program including food/entertainment, onboarding budgeting and any strategic investment fund allocations and purchases. Maintaining the OurDay system, ordering all operational supplies, paying all operational and clinical supplies invoices, working with the MUSC Foundation by managing and submitting faculty and resident requests for expense reimbursements. Provide fiscal and administrative support for attending faculty grants including arranging and completing payment for catering, awards, supplies and keeping detailed and comprehensive records. - (Essential)

15% - Undergraduate program duties include entering grades into WebAdvisor, format and upload lectures into Brightspace, inform students when lectures have been posted, input and correctly format exams into ExamSoft, track online exam activity, coordinate make-up exams with students, proctor for special accommodations, and schedule students for the orthodontic elective course. Upload predoctoral examinations into appropriate software (ExamSoft, etc.) and keep records of all examinations.  Responsible for all routine communication with undergraduate students. Responsible for all administrative duties for undergraduate courses. Provides additional support to Course Directors on an as needed basis to facilitate learning. - (Essential)

10% - Manages the travel for the Graduate Residency Program, invited visitors or other special guests. Coordinates the entire process of travel with authorization and reimbursement for residents. Including but not limited to preparation and filing of travel forms, securing of required authorization signatures, processing of pre-payment for meeting registrations, processing of travel and post-travel documents for reimbursement. Accounting for travel times, calculating per diem, hotel stays and airline travel assuring all necessary documentation is attached required by MUSC Travel guidelines. Oversees all logistics involved with invited guest speakers for the residency programs, including coordination of dates, travel arrangements, hotel reservations, dining arrangements, airport transfers, expenses reimbursement. Scheduling external clinic visitors, including all communication necessary to process HR forms and obtain approval. - (Essential)

5% - Maintains data system management for the graduate program. Maintains accurate and complete files to include: current status of licensing documentation, BLS and/or PALS certification, CV, HR documentation, etc. Works with the MUSC Admissions and Office of Enrollment Services to provide requests for CV’s and official transcripts. Mails Matriculation Fee forms to each student so they can be processed into the MUSC student system. Provide credentialing of present and former residents. - (Essential)

5% - Timekeeping - Maintains University timekeeping system for attending faculty to include processing and entry of all leave requests and time corrections as well as tracking of available and accrued leave. Provides program director and other College leaders as appropriate with holiday calendar for leave requests and other special calendars requesting peak leave requests. Ensure proper authorization is obtained and all MUSC, Departmental, HR and Payroll Policies are followed in regards to leave. Process resident leave requests while updating leave balances and providing Program Director with updated totals monthly. - (Essential)

MUSC Physical Requirements:

(Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift)

Ability to perform job functions in an upright position. (Frequent)

Ability to perform job functions in a seated position. (Frequent)

Ability to perform job functions while walking/mobile. (Frequent)

Ability to work indoors. (Continuous)

Ability to work outdoors in all weather and temperature extremes. (Infrequent)

Ability to work in confined/cramped spaces. (Infrequent)

Ability to perform job functions from kneeling positions. (Infrequent)

Ability to squat and perform job functions. (Infrequent)

Ability to perform 'pinching' operations. (Infrequent)

Ability to fully use both hands/arms. (Frequent)

Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)

Ability to reach in all directions. (Frequent)

Possess good finger dexterity. (Continuous)

Ability to maintain tactile sensory functions. (Continuous)

Ability to lift and carry 15 lbs., unassisted. (Infrequent)

Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)

Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)

Additional Job Description

Minimum Requirements: A bachelor's degree and two years relevant program experience. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees