The American Dental Association is dedicated to promoting the public's health through its initiatives in research, education, advocacy, public awareness and the development of standards. We have an exciting opportunity for a Coordinator, CODA Site Visits.
Position Responsibilities: The Coordinator provides full administrative oversight and management of the Commission's site visit process, including initial, regular, and special focused site visits. Additionally, this position must coordinate all CODA communications with programs, site visit teams and observers before, during and after the site visit. The major responsibility involves coordinating and managing approximately 150 site visits annually, working with 600+ volunteers, and coordinating the planning and follow up for an equal number of past and future visits. These visits include programs in all pre-doctoral, allied and advanced dental education disciplines accredited by CODA.
The Coordinator develops the annual site visit schedule, works with managers to determine staffing of site visits, serves as the primary contact with programs and site visitors related to site visit preparation, processes received documents from programs and site visitors, engages with state dental boards, and creates and processes reimbursements and invoices related to site visits. The Coordinator also ensures that all CODA site visitors have appropriate annual paperwork on file and that programs have necessary business associate agreements in place prior to site visits. The Coordinator assists the managers with site visitor training initiatives and updates. The Coordinator is required to be trained annually in the Health Insurance Portability and Accountability Act (HIPAA) compliance policies and procedures. The Coordinator has access to protected health information (PHI) in program reports.
Requirements: This position has the following minimum requirements:
A Bachelor's degree and 3 years of administrative work experience OR in lieu of a Bachelor's degree 7 years administrative work experience.
Must have experience working on multiple projects concurrently.
Proficiency with MS Office Suite
Highly desirable skills include:
Ability to independently prepare letters, reports, communications and manage complex communications both annually and ongoing with accuracy.
Ability to focus on details, prioritize and managing workload within established deadlines and schedules, anticipate of work needs, work with minimal supervision, independent decision-making, and flexibility in working with multiple managers and staff.
Ability to initiate and prioritize projects
Occupational experience with managing multiple ongoing detailed projects with varied deadlines. Occupational experience with conference and travel planning for numerous events concurrently. Occupational experience with an accreditation agency, preferably in the healthcare field. Experience working with volunteers, educational programs and state agencies.
Experience using databases, Aptify, SharePoint, Adobe Acrobat, Outlook, Electronic Document Retention Systems (Knowledge Center), and Concur.
Persistence in tracking down accurate information is also critical as is the ability to manage information/data electronically and use electronic databases and document storage systems.
Diplomacy and a polite demeanor are critical for the many interpersonal interactions, both internal and external that are required.