Administrative Assistant II - Cape Cod Community College

GENERAL STATEMENT OF RESPONSIBILITIES:

Administrative Assistant II is responsible for the day-to-day operations of the Dental Clinic and Dental Sciences Programs, including patient scheduling, office clerical support, monitoring clinic inventory control, maintaining electronic patient records.

EXAMPLES OF DUTIES:

1. Day-to-Day Office Administration - Wilkens Dental Clinic:

• Answer phone calls, return messages, and manage general inquiries.
• Schedule and confirm patient appointments.
• Check in patients, verify demographics, and update records.
• Manage patient flow in collaboration with faculty and students.
• Maintain and update clinic schedules in Ascend software.
• Send and request patient x-rays and documentation.

2. Dental Software Management:

• Schedule, confirm, and reschedule patient appointments.
• Manage billing, patient discounts, and process insurance claims if applicable.
• Upload patient documents, medical histories, and radiographs into software.
• Maintain patient recall system for continuity of care.

3. Financial & End-of-Day Duties:

• Prepare end-of-day collections and deposits, including batching credit card payments.
• Reconcile daily reports and balances.
• Generate and file deposit slips for cash and checks.
• Print and organize daily reports for program records.

4. Provide Student & Faculty Support:

• Communicate with students regarding patient scheduling to meet program requirements.
• Assist faculty with patient assignment and clinic flow.
• Record and maintain accurate student service hour logs.

5. Provide Clinic Operations Support:

• Maintain inventory of office supplies; process purchase orders as needed.
• Coordinate with dental supply companies for orders, deliveries, and repairs.
• Ensure compliance with HIPAA and OSHA/CDC documentation standards.

6. Communication & Records:

• Maintain accurate patient charts and confidentiality of records.
• Prepare correspondence to patients (e.g., appointment reminders, follow-up letters).
• Support accreditation documentation by compiling clinic-related reports.

7. Other Duties as Assigned:

• Provide backup support to faculty or staff during clinic sessions and special events.
• Assist with clinic orientation for new students.
• Participate in department meetings and training as required.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

1. Three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, or any equivalent combination of the required experience and the following substitutions:

• Associate or higher degree with a major related to business administration, business management or public administration may be substituted for the required experience.
• Associate or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

2. Demonstrated ability to communicate in oral and written expression.

3. Proficiency working with Windows-based office software such as MS Office, Excel, Word and Access.

4. Experience and proficiency working with dental/health management software.

5. Detail-oriented self-starter with strong organizational skills and ability to multi-task.

6. Ability to accept new procedures and adapt to changes in dental sciences education.

7. Ability to work in a team environment and communicate in a professional manner with the public, faculty, staff, and students.

8. Unrestricted authorization to work in the United States.

ADDITIONAL PREFERRED QUALIFICATIONS:

Experience managing a dental practice.

Equivalency Statement

Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

COMPENSATION: $1,156.14/week, 37.5 hours/week; Grade 17, Step I. AFSCME Unit Position that includes participation in a comprehensive employee benefits program. Candidates may qualify for placement above entry-level salary if currently employed in the state system. A copy of the full State specifications for Technical Specialist II is available at the Mass Department of Higher Education.

APPLICATION DEADLINE: October 5, 2025

Please visit our website at www.capecod.edu for information on Cape Cod Community College.

This appointment is subject to the FY2026 budget appropriations.

Appointment subject to SORI (Sex Offender Registry Information), publicly accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.

The College cannot consider applicants who do not have the ability to work in the United States without assistance from the employer.

Cape Cod Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and College policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.