Specialist, Administrative Dental Clinic

Northeast Wisconsin Technical College is a nationally recognized and locally trusted college dedicated to advancing the success of all students and economic vitality of the communities we serve through access, high-quality education, and strategic partnerships.

The community that we serve is home to people with a rich range of backgrounds and experiences. We are committed to supporting an environment where all students and employees thrive and succeed. We believe every team member enriches our organization with unique skills, perspectives, and solutions. We seek applicants who are motivated and equipped to support all students, to work effectively with colleagues from a range of backgrounds, and to build the vibrancy of our community.

You belong here. See why you will love working at NWTC.

Department: Health Sciences – College of Allied Health

Reports To: Dean, Health Sciences

LOCATION: Green Bay

STANDARD HOURS: Average of 32 hours per week M-F between 7 am – 3pm; hours during the academic year may be more, with some summer hours being less. Flexibility is needed to meet student needs.

PAY RANGE: $20.69-$22.30/hour

POSITION SUMMARY

ESSENTIAL FUNCTIONS

• Coordinate patient scheduling and clinic flow to support efficient operations and student clinical experiences across dental programs.
• Maintain and audit patient records and clinical documentation within Dentrix, ensuring completeness and regulatory compliance.
• Manage patient charts to determine required actions related to payments, Medicaid/ForwardHealth eligibility, insurance claims, and completion of required treatment documentation.
• Process patient payments, submit dental claims, reconcile transactions, and coordinate revenue reporting with the Program Director and Dean.

Administrative & Operational Support

• Serve as a resource for clinic communication and coordination through management of appointments, prescriptions, consultations, correspondence, and patient interactions via phone, email, fax, mail, and in person.
• Maintain clinic forms, workflow protocol, and operational procedures to improve efficiency, consistency, and patient experience.
• Maintain inventory and order clinic and office supplies, troubleshoot operational issues, and coordinate office equipment maintenance and work orders.
• Ensure compliance with FERPA, HIPAA, OSHA, infection control, and institutional guidelines within a clinical education environment.

Dental Software Training & Systems Management

• Serve as a resource for Dentrix (clinical software program) and related clinic systems by providing ongoing support for students, faculty, staff, interpreters, interns, and work-study employees.
• Guide first-year dental students on patient registration, scheduling, family file management, charting, and patient communication workflows within Dentrix.
• Conduct advanced and system upgrade for second-year students and support the adoption of updated software features and workflows.
• Assist users with clinical technology, system navigation, and workflow optimization.

Collaboration, Patient Referrals & Clinical Coordination

• Collaborate with Dental Hygiene & Dental Assistant faculty, students, and support staff teams to support clinic operations, workflow efficiency, and patient care delivery.
• Coordinate patient referrals and documentation exchanges with community dental partners, including the N.E.W. Community Dental Clinic.
• Manage patient call lists, screening schedules, interpreter coordination, and communication needs to support patient access and continuity of care.
• Assist faculty, students, and patients with access to digital radiographs, intra-oral photos, perio charts, and clinical documentation resources.

Student Clinical Administration & Educational Support

• Support student clinical operations through maintenance of MS Teams phone numbers, voicemail systems, and communication resources for Dental Hygiene students.
• Maintain radiography tracking and grading spreadsheets, ensuring data entry, monitoring the organization of student clinical data. Manage and import emailed X-rays into Dentrix.

Clinic Operations, Sterilization & Equipment Support

• Provide operational back-up support for Dental Clinic Technician responsibilities to maintain uninterrupted clinic operations and instructional activities.
• Process and sterilize dental instruments in accordance with infection control, OSHA, and clinic protocols.
• Assist with equipment troubleshooting, maintenance coordination, operatory readiness, supply stocking, and support of faculty and students during clinic operations.

Professional & Operational Expectations

• Exercise independent judgment, prioritization, and problem-solving in a fast-paced clinical and educational environment with frequent interruptions and competing demands.
• Demonstrate advanced organizational, communication, and interpersonal skills when working with patients, students, faculty, staff, interpreters, and community partners.
• Maintain specialized knowledge of dental terminology, clinic workflows, patient management systems and software, regulatory requirements, and educational clinic operations.
• Contribute directly to operational efficiency, student success, regulatory compliance, and quality patient care within the dental clinic environment.
• Plays a vital role in clinical success, ensuring both operational efficiency and high-quality patient care.

POSITION QUALIFICATIONS

Competency Statement(s)

Our college values and competencies shape how we work and support students every day. All employees are expected to demonstrate our core competencies. Learn more here.

PHYSICAL DEMANDS

The physical demands described below represent the general requirements necessary to successfully perform the essential functions of this position, with or without reasonable accommodation.

• Workstation Activities: Ability to work at a computer, facilitate and/or demonstrate instructional activities, and attend meetings for extended periods.
• Mobility: Ability to navigate throughout campus locations, classrooms, offices, meeting spaces, and events as needed.
• Manual Dexterity: Ability to operate office equipment, instructional technology, tools, or controls required for the position.
• Communication: Ability to effectively access, interpret, and exchange information with students, employees, and community members.
• Light Material Handling: Ability to transport or move instructional materials, supplies, or equipment required for the position, with or without assistance or adaptive equipment, if applicable.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

We strive to accommodate any individual who requires adjustments to ensure a fair and equal employment process. If you require specific accommodations during the application and/or screening process due to a disability or other reasons, please contact Talent and Culture at talentandculture@nwtc.edu or 920-498-6286.

Northeast Wisconsin Technical College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Talent and Culture.

NWTC does not discriminate on the basis of political affiliation, age, race, creed, marital status, color, religion, national origin, disability, veteran status, sex, sexual orientation, gender, genetic testing or other applicable legislated categories. Inquiries regarding the College’s nondiscrimination policies may be directed to the Associate Vice President of Student Affairs at 920-498-6823 or nondiscrimination@nwtc.edu​.