Manager – Dental Service Programs - 994250

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Oversees administrative operations at the NSU Cypress Creek Dental Clinic, managing clinical and front desk staff, student scheduling, and communications. Also, coordinates community grant-related activities to ensure compliance with funding guidelines, laws, and regulations.

Job Category: Exempt

Hiring Range: 

Pay Basis:  Annually

Subject to Grant Funding? Yes  

Essential Job Functions: 

Office Administration Duties:
1. Plans, directs, supervises, and coordinates work activities of subordinates and staff, including hiring, coaching/mentoring, evaluating, and terminating in accordance with university policies and procedures.

2. Develops, communicates, and implements office procedures.

3. Resolves escalated patient complaints to maintain a high level of patient satisfaction.

4. Collaborates with providers, faculty, staff, and NSU Procurement department to obtain essential dental materials and instruments, ensuring their continuous availability.

5. Oversees facility work orders to ensure optimal workspace utilization; manages the maintenance and repair of equipment, clinic operatories, and units; reviews and approves purchase requisitions for office supplies and equipment.

6. Assists faculty with the review of hardship applications and processes approved cases in the Electronic Health Records (EHR) system.

7. Assists and/or collaborates with the credentialing team to ensure timely provider documentation, optimizing reimbursement from third-party payers.

8. Monitors compliance with data reporting requirements; maintains administrative program documentation in accordance with HRSA guidelines, State of Florida regulations, and university policies.

9. Ensures adherence to HIPAA, FERPA and OSHA regulations, promptly addressing any instances of non-compliance.

10. Analyzes EMR reports and collaborates with staff to optimize billing production; reviews daily chair availability reports and communicates findings accordingly.

11. Monitors clinical billing, and reconciliation.

12. Ensures consistent communication and effective administration of policies across the unit.

13. Manages third-party payors, preauthorizes insurance claims, reviews payments, and makes necessary adjustments.

Grant Administration Duties:
1. Collaborates with stakeholders and multiple providers within the Ryan White and community program to enhance oral healthcare delivery and resolve conflicts or grievances.

2. Serves as a liaison for quality improvement (QI) initiatives, working closely with the Principal Investigator (PI) to develop and implement program enhancements.

3. Serves as the primary liaison between internal departments, funding agencies, and external partners.

4. Monitors clinic performance against established grant budgets, working closely with finance partners to address and resolve financial discrepancies.

5. Tracks financial transactions to ensure accurate reporting and timely fund disbursement.

6. Prepares Ryan White Monthly Routine/ Specialty Care and Community Programs Billing reports in Axium, corrects errors, and generates invoices for NSU Finance review and submission.

7. Manages and evaluates contractual agreements with affiliates, ensuring subcontractor payments align with program objectives.

8. Oversees grant expenditures to ensure compliance with approved budgets, funding requirements, and institutional, state, and federal fiscal policies, including guidelines set by NSU’s Office of Contracts and Grants and Office of Sponsored Programs.

9. Ensures compliance with funding agency regulations, grant requirements, and organizational policies.

10. Prepares and submits progress reports, audits, and financial statements.

11. Develops reports and monitors adherence to policies, procedures, and programmatic goals of the Ryan White Oral Health Program; recommends adjustments to improve effectiveness and efficiency.

12. Facilitates effective communication with grant partners, ensuring timely updates and accurate reporting.

13. Maintains accurate documentation and archives important records for all grant activities, correspondence, and project outcomes.

14. Participates in budget planning and audits.

15. Completes other projects as assigned.

16. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Knowledge of the key responsibilities, accountabilities, and structure of a customer support unit.
2. Understanding of grant application, reporting, and compliance requirements.
3. Familiarity with budgeting and financial reporting for grants.
4. Familiarity with federal, state, or local grant processes and regulations.
5. Knowledge and understanding of legislation and regulatory bodies that impact dental practices.
6. Knowledge and understanding of the Health Insurance Portability and Accountability Act (HIPAA), FERPA and OSHA regulations.
7. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
8. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
9. Law and Government – Working knowledge of federal, state or local laws and regulation related to grant management and reporting.
10. Advanced knowledge of Microsoft Office suite (Word, Excel, and PowerPoint applications).

Skills:
1. Active Listening - Advanced skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
2. Management of Personnel Resources - Advanced skills in motivating, developing, and directing people as they work, identifying the best people for the job.
3. Speaking - Advanced skills in talking to others to convey information effectively.
4. Critical Thinking - Advanced skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
5. Judgment and Decision Making - Advanced skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
6. Active Learning - Proficient skills in understanding the implications of new information for both current and future problem-solving and decision-making.
7. Complex Problem Solving - Advanced skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
8. Strong problem-solving and analytical skills.
9. Detailed oriented.
10. Prior supervisory experience.

Abilities:
1. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
2. Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (including finding a relationship among seemingly unrelated events).
3. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
4. Ability to maintain confidentiality.
5. Ability to work under tight deadlines.
6. Ability to define problems, collect and analyze data, establish facts and draw conclusions to solve problems.
7. Ability and willingness to travel occasionally within the program area.
8. Ability to maintain relationships between a variety of stakeholders at academic and community levels and have the ability to work with diverse individuals.

Physical Requirements and Working Environment:
1. Near Vision - Must be able to see details at close range (within a few feet of the observer).
2. Speech Recognition - Must be able to identify and understand the speech of another person.
3. Speech Clarity - Must be able to speak clearly so others can understand you.
4. Travel - Must be able to travel on a daily and/or overnight basis.
5. May be required to work nights or weekends.
6. May be exposed to short, intermittent, and/or prolonged period of sitting and/or standing in performance of job duties.
7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboard.

Required Certifications/Licensures: 

Required Education: Bachelor’s degree

Major (if required: 

Required Experience: 1. Bachelor’s degree and minimum eight (8) years' experience in a dental office, preferably managing clinical and front desk staff,

-OR-

Master’s degree and minimum five (5) years' experience in a dental office, preferably managing clinical and front desk staff.

2. Minimum (1) year of experience in grant and financial management.
3. Prior supervisory experience.
4. Experience in Electronic Health Records (EHR) systems, preferably with AxiUm software.

Preferred Qualifications: 

1. Minimum three (3) years of experience in grant and financial management.
2. Experience with ADA-CDT Dental Procedures Codes and billing.
3. Advanced knowledge in creating Electronic Health Records (EHR) reports.

Is this a safety sensitive position? No  

Background Screening Required?  Yes  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.