Description
Position Overview
Are you an organized, detail-oriented professional looking to support healthcare leaders in a fast-paced and meaningful environment? We are searching for an Administrative Assistant to provide high-level administrative and clerical support to the Dental Director of our clinic. This role requires a strong executive presence, exceptional organizational skills, and the ability to handle sensitive, confidential information with discretion.
Key Responsibilities
Schedule Coordination: Create monthly schedules for all dental clinics, reflecting regular work hours and approved time-off requests for dentists and dental assistants. Post updated schedules within internal systems.
Staffing Optimization: Proactively manage staffing for dental sites by coordinating resources to cover call-outs and ensure uninterrupted clinic operations.
Support Leadership: Provide administrative assistance to the Chief Dental Officer, Assistant Dental Manager, and Dental Supervisors.
Workflow and Documentation: Assist in drafting workflows and keeping the Dental Department's intranet (Hub) up to date with current documents and guidelines.
Vendor Communication: Liaise with external vendors, including dental labs and gown suppliers, to coordinate deliveries and verify charges.
Policy Maintenance: Maintain up-to-date policies, procedures, and related forms necessary for daily department operations.
Onboarding: Help onboard new dental staff by coordinating training and documentation.
Clerical Duties: Manage mail distribution, faxing, photocopying, document scanning, and supply orders, among other administrative tasks.
Financial Tracking: Record and monitor expenditures, coding invoices as delegated by supervisors.
Correspondence & Meeting Coordination: Draft routine reports, correspondence, and manage logistics for meetings, presentations, and conferences, including room and equipment reservations.
Other Duties: Support additional tasks and responsibilities as assigned.
Requirements
Qualifications
Education & Experience: Associate's degree preferred, or equivalent experience with a minimum of 5 years in a secretarial or general office role.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn and use organizational software and systems.
Communication: Excellent written and verbal communication skills, including a thorough understanding of business English, grammar, punctuation, and office etiquette.
Professionalism: A friendly and courteous attitude towards staff, patients, and visitors, coupled with strong organizational and time-management abilities.
Compliance & Confidentiality: Familiarity with healthcare regulations, including HIPAA, and a commitment to protecting sensitive information.
COVID-19 Compliance: Full COVID-19 vaccination required as per state law, with allowances for medical or religious exemptions.
TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
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Robert Half will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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