Mobile Administrative Assitant

Overview

Position Summary:

We are seeking a highly organized and motivated School-Based Mobile Administrative Assistant to oversee daily clinical operations within a mobile dental unit serving school-based populations. This role is responsible for ensuring smooth setup, effective patient flow, clinical productivity, and maintaining strong relationships with school staff—all while delivering exceptional, compliant dental care.

 

Qualifications:

 

• Prior experience in mobile or school-based dentistry preferred.
• Strong leadership and communication skills.
• Highly organized, punctual, and adaptable to changing school environments.
• Ability to manage clinical and administrative tasks simultaneously.

 

Key Responsibilities:

 

Daily Arrival & Setup

• Arrive early at the assigned school to ensure proper mobile unit setup and operational readiness.
• Coordinate with school administrators to confirm parking location and access.
• Ensure the mobile dental unit is clean, safe, fully stocked, and all equipment is functional.

 

Team Leadership & Readiness

• Confirm that all team members are on-site, punctual, and prepared to deliver high-quality care.
• Maintain a professional, compliant environment aligned with OSHA and HIPAA standards.
• Lead by example in fostering a culture of excellence, accountability, and collaboration.

 

School Liaison Duties

• Serve as the sole point of contact between the mobile dental team and school personnel (nurse or administrator).
• Coordinate daily logistics including bell schedules, lunch breaks, and classroom transitions.
• Ensure positive communication and a respectful partnership with school staff.

 

Patient Flow Management

• Manage the daily schedule of students receiving dental services.
• Oversee the safe and timely escort of children to and from the mobile unit.
• Monitor treatment efficiency, aiming for one-hour visits per child to minimize classroom disruption.

 

Clinical Productivity Tracking

• Track and report daily clinical performance metrics in real-time, including:
• Exams and cleanings
• Radiographs
• Sealants and SDF
• Restorative care (fillings, extractions)
• Maintain awareness of team output to ensure productivity targets are met.

 

Operational Oversight

• Address day-to-day operational challenges and troubleshoot issues promptly.
• Escalate significant concerns or barriers to the Regional Manager when necessary.

 

End-of-Day Wrap-Up

• Confirm all patients are returned safely to school staff with proper documentation.
• End clinical care on time, break down equipment efficiently, and vacate school grounds before dismissal or traffic congestion.

 

Quality & Relationship Management

• Maintain punctual start and stop times for clinical services.
• Cultivate and sustain positive relationships with school leaders to ensure ongoing program success.
• Balance clinical output with safety, school satisfaction, and staff well-being.

 

General Working Conditions:

 

• Mobile dental unit (parked on school campuses).
• Requires early morning arrival and travel between locations.
• Must be able to lift/move supplies and equipment as needed.

 

This position entails situations of prolonged sitting and standing, as well as working in tight spaces. While performing the duties of this job, the employee must have the ability to lift 50+ pounds and assist with unloading, set up, break down, and reloading equipment from mobile van into school and back to mobile van.  This position requires the dexterity and motor skills to handle dental instruments, x-ray equipment, sterilizers, air compressors and other equipment as needed to perform job tasks.  The employee must follow safety guidelines to protect themselves and patients from infectious diseases and associated risks with the x-ray machine.  The work locations will require travel (up to 2+ hours on occasions). The work environment is fast paced, requiring adaptability to interact with children and adults.

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