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Executive Aide

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Disclaimer

This is a job description. It does not necessarily indicate that this position is open for employment. Visit www.etsu.edu/jobs for current job openings.

Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 133010
FTE
Pay Grade 6
Department Dental Hygiene - 37700
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary

Answering the dental hygiene program phone; scheduling appointments for patients; maintaining dental hygiene student records and immunization records; greeting patients in the clinic. Applicant needs basic computer skills, the ability to learn the e-bucs system, and basic secretarial skills. Position is responsible for opening dental hygiene clinic at 7am for the hygiene students; maintaining the MSDS sheets and infection control program for the hygiene program; supervising the hygiene clinic receptionist; providing annual OSHA update; and performing other related duties as assigned.

Knowledge, Skills and Abilities

Must have good telephone and interpersonal skills to deal with the public. Knowledge of e-bucs preferred.

Required Qualifications

High School diploma or GED plus three (3) years secretarial office experience, or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date March 2009

Job Duties

These are the job duties required of the position.

Description of Job Duty

Opens the dental hygiene clinic daily.

Maintenance of the Infection Control Program, MSDS, and Chemical Right To Know Program.

Maintaining inventory and stocks of all supplies going clinic in dental hygiene.

Responsible for keeping record and labeling of all hazardous materials used in clinic.

Supervision of student arrival time for CA and reception (open clinic).

Supervise, monitor, and record testing for both eye wash stations in clinic.

Monitor, update, and collect orders for supplies for both vital response and first aid kit used in clinic.

Maintain and conduct by weekly spore testing for all equipment used in sterilizing instruments.

Maintains immunization records (including TB test, Hepatitis B vaccine, and all immunizations required for school) and CPR certifications for all students, full-time faculty members, part-time faculty members, and staff.

Give annual OSHA updates and training sessions for all 6 full time faculty members and staff as required by the State Dental Practice Act.

Maintain any records of exposure incidents that may happen in clinic with name of source, date, location and type of occurrence.

Responsible for scheduling and maintaining records of annual TB testing for all students, full time faculty members, and staff.

Prepare and maintain our appointment books for all of our patients for our Pre-Clinic and Sr. Clinic students each semester.

Create and distribute all schedules for all of our faculty members, part timers, students, staff, clinic, and all off sties ( Keystone Dental Care, Friends In Need, Healing Hands, and Mountain Hope Good Shepherd Clinic).

Maintain and participate in training to update TOSHA and CDC recommendations as necessary by the State Dental Practice Act.

Maintains and updates patient database.

Prepares student clinical grade charts and forms for all 48 students each semester.

Supervise and prepare forms for all students for opening and closing of clinic between each semester.

Maintain distilled water for autoclaves.

Supervise all student workers.

Maintain online labeling system for all clinical charts and all of our 6,000 patients.

Mail duplicated x-rays taken in clinic to dental offices for all patients.

Answer phone calls from all patients needing to schedule appointments and inquiring about clinic.

Answer questions/take messages for all students, faculty, and staff.

Contact new incoming students each year, and distribute and organize their new information packets for the Dental Hygiene Admissions Coordinator.

Make/maintain lists with information of the new incoming classes including their transcripts, CPR certification, immunizations, and background checks.

Order supplies for all staff and faculty.

Maintain copier and fax readings monthly/forward bills when received for payment.

Responsible for collecting messages and contacting patients (6,000 in database) for appointments on clinic off days.

Set all appointments regarding advisement for Dr. Faust, the Departmental Chair for Admissions Coordinator.

Maintain, update, and keep record of incoming applications, transcripts, and letters of recommendations for the Dental Hygiene program, also file applications that have been received.

Prepare and make deposits from all patients for each clinic day.

Enter all information in database for updates regarding changes in patient data and student assigning for students during clinic off days and in between semesters.

Assist in scheduling appointments for patients.

Contact new applicants through the admissions process for interviews.

Update all computers in clinic with recent changes in patient database (6000 patients) on a daily basis.

Mail duplicated x-rays taken in clinic to dental offices for patients.

Answer phone/answer questions/take messages for students, faculty, and staff.

Contact new upcoming students with their new information packets and organize new applications sent by upcoming students.

Make/maintain lists with information of the new incoming classes.

Order supplies for all staff and faculty through Staples.

Maintain copier and fax readings monthly/forward bills when received for payment.

Prepare Pro-card statements/match with bills and submit for approval.

Hire/train student workers.

Mailings for the Dental Advisory Board when required.

Assist in preparation for the new upcoming student picnic.

Make copies and fax documents for faculty.

Take mail/mail pickup/disburse.

Record messages for phones.

Assist in scheduling appointments for patients.

Stamp and mail parking tickets received by patients.

Set appointments for advisement.

Maintain and keep record of incoming applications for program, also file and maintain applications that have been received.

Prepare, collect, and fax over timesheets for all staff, faculty, APS student workers, and Federal Work Study student workers on a monthly basis.

Contact applicants through the admissions process for interviews.

Prepare and make deposits for clinic every 72 hours.

Label and prepare charts for new upcoming class.

Run errands for faculty pertaining to department events.

Be available for patients in answering questions and scheduling appointments on clinic off days.

Enter all information in database for updates regarding changes and student assigning.

Update all computers with recent change in database.

Prepare, type, and email documents for faculty.

Copy tests and scan test scantron sheets for faculty.

Job Duty Type Essential
Description of Job Duty

Perform other related duties as assigned.

Job Duty Type Secondary