Administrative Assistant II - Cape Cod Community College

GENERAL STATEMENT OF RESPONSIBILITIES:

The Administrative Assistant II is responsible for the day-to-day operations of the Dental Clinic and Dental Sciences Programs, with primary focus on patient services, student support, scheduling, electronic patient records, and clinic operations. This role serves as a primary point of contact for patients and students and works collaboratively with faculty and staff to support an organized, welcoming, and efficient clinical learning environment.

EXAMPLES OF DUTIES:

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

• Serve as a primary point of contact for patients by phone, email, and in person.
• Schedule, confirm, cancel, and reschedule patient appointments.
• Welcome and check in patients, verify demographics, and update patient information.
• Maintain cancellation, recall, and new patient lists to support full clinic schedules.
• Coordinate daily patient flow and communicate scheduling changes to students and faculty.
• Send, receive, and process patient radiographs, referrals, medical clearances, and related documentation.
• Maintain a professional, welcoming, and service-oriented environment for patients, students, and visitors.

Dental Software and Patient Records:

• Maintain accurate patient schedules and electronic records using Ascend dental software.
• Upload medical histories, radiographs, referrals, clearances, and other patient documents.
• Maintain patient recall information and assist with continuity of care.
• Monitor and update patient demographic and contact information.
• Assist with tracking patient classifications and clinical needs to support student requirements.
• Maintain confidentiality and accurate patient records in accordance with HIPAA and College requirements.

Student & Faculty Support:

• Serve as an administrative resource for Dental Hygiene students during clinical operations.
• Communicate with students regarding patient appointments, cancellations, and scheduling changes.
• Assist students with maintaining patient schedules needed to meet clinical requirements.
• Support faculty with patient assignments, daily schedules, and clinic flow.
• Maintain student service-hour logs and other assigned clinical records.
• Assist with student orientation, required documentation, and program activities.
• Respond to student questions and appropriately refer academic or clinical concerns to faculty or program leadership.

Financial & End-of-Day Duties:

• Review daily procedures and payments for accurate posting in Ascend.
• Process patient payments, approved discounts, and write-offs according to college procedures.
• Prepare end-of-day collection and transaction reports.
• Reconcile daily reports and balances.
• Batch credit-card transactions and prepare deposit documentation.
• Assist with follow-up of outstanding patient balances as appropriate.

Program & Clinic Operations Support:

• Maintain office supply inventory and assist with purchasing, invoices, and requisitions as assigned.
• Assist with student program materials, calendars, orientation activities, and communications.
• Support community outreach, patient recruitment, and special clinic events.
• Maintain organized electronic and paper clinic/program records.
• Assist with accreditation documentation, surveys, reports, and record organization.
• Participate in Dental Sciences meetings and College training as required.
• Provide administrative support to Dental Sciences leadership.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS:

• Three (3) 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; (a) Associate or higher degree with a major related to business administration, business management or public administration may be substituted for the required experience; or (b) 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.
• Demonstrated ability to communicate in oral and written expression.
• Proficiency working with Windows-based office software such as MS Office, Excel, Word and Access.
• Experience and proficiency working with dental/health management software.
• Detail-oriented self-starter with strong organizational skills and ability to multi-task.
• Ability to accept new procedures and adapt to changes in dental sciences education.
• Ability to work in a team environment and communicate in a professional manner with the public, faculty, staff, and students.
• 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 upload a separate statement to define precisely how their background and experience have prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

COMPENSATION: Starting annual salary of $62,547 (Grade 17, Step I). Full time (37.5 hours/week) AFSCME Unit Position. Candidates may qualify for placement above entry-level salary if currently employed in the State system. A copy of the full State Classification Specification for Administrative Assistant II is available in the Office of Human Resources, or at Massachusetts Department of Higher Education. Includes participation in a comprehensive employee benefits program including membership in the Massachusetts State Employees' Retirement System.

APPLICATION DEADLINE: September 20, 2026

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

This appointment is subject to the FY2027 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 candidates who do not have unrestricted authorization to work in the United States .

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.