About the Department

Reports to: Dental Sciences Program Manager
Supervises: None
FLSA Status: Non-Exempt

The Administrative Assistant provides comprehensive office, clerical, and operational support to the Health Sciences Division, with primary responsibility for Dental Sciences programs. This position supports both the instructional and clinical components of the programs by assisting administrators, faculty, students, and clinical operations to ensure a safe, organized, and compliant learning and patient-care environment.

The Administrative Assistant plays a critical role in supporting recruitment and admissions activities and assisting with clinic operations. This position contributes to meeting institutional, regulatory, and accreditation standards related to administrative and program support.

Position Duties

Administrative and Instructional Support

Provide clerical and secretarial support to Health Sciences administrators, Nursing and Dental Sciences faculty, and instructional staff.
Prepare, edit, format, and distribute course materials, instructional documents, correspondence, and reports.
Maintain accurate and confidential academic, clinical, and student records in compliance with FERPA and HIPAA requirements.
Manage written and electronic communications, including emails, announcements, and listservs.
Record, prepare, and distribute meeting minutes.
Coordinate room reservations for classes, meetings, and events.

Clinical Operations Support

Assist with the operation of academic and clinical facilities to support a safe instructional and patient-care environment.
Support clinic functions, including scheduling assistance, records management, billing documentation, insurance processing, and inventory tracking, as applicable.
Assist with documentation related to infection control, hazardous waste management, and safety compliance.

Program, Data, and Compliance Support

Assist with tracking, managing, and reporting survey results and other data collection efforts.
Support administrators in maintaining documentation required for accreditation, program review, and regulatory compliance.
Maintain compliance with the Health Insurance Portability and Accountability Act (HIPAA), FERPA, and all applicable federal, state, accreditation, and institutional regulations governing the collection, use, storage, and disclosure of protected health information (PHI) and student records.
Assist with monitoring and maintaining secure recordkeeping practices for patient, student, and program documentation, ensuring appropriate access controls and confidentiality safeguards.
Report suspected breaches of confidentiality, privacy concerns, or security incidents in accordance with College policies and established reporting procedures.
Participate in required training related to HIPAA, confidentiality, privacy, information security, and regulatory compliance.

Events and Program Activities

Coordinate and support special program events, including the Pinning Ceremonies (reservations, programs, floral arrangements, and related logistics).
Provide support for ceremonies, meetings, and division-sponsored events as needed.

Other

Attend all mandatory meetings, including those related to professional development, and participate in key campus events such as graduation, employee meetings, etc., and demonstrate a commitment to the college community.
Serving on college committees and attending meetings as assigned and/or requested, contributing to the governance and strategic initiatives of the college.
Supporting, following, and enforcing all College policies and procedures, ensuring compliance within the department and promoting a culture of accountability.
Perform other duties as assigned

Minimum Qualifications

Minimum Qualifications

Associate’s degree in Business Administration, Healthcare Administration, or a related field.
Proficiency with Microsoft® Office applications.
Competency using Adobe Acrobat Pro.
Competency with Google Workspace applications.
Excellent interpersonal, written, and organizational skills.

Preferred Work Experience

Experience working in a healthcare or health sciences environment is preferred.
Minimum of two (2) years of full-time employment (or equivalent) in business or healthcare administration preferred.

Knowledge, Skills, and Abilities

Ability to maintain confidentiality and handle sensitive academic and clinical information.
Strong organizational skills with attention to detail and accuracy.
Ability to manage multiple priorities in a fast-paced academic and clinical environment.
Effective communication and customer service skills when working with students, faculty, staff, and external partners.

Physical Demands and Work Conditions

The Dental Office Administrative Assistant position requires the ability to sit for extended periods while performing computer-based tasks such as scheduling appointments, maintaining records, and managing communications. The role involves frequent use of hands and fingers to operate office equipment, occasional standing and walking throughout the clinic, and light lifting of office materials up to approximately 20 pounds. Sufficient visual, hearing, and verbal communication abilities are necessary to read documents and screens and to interact effectively with patients, students, faculty, and staff.
Work is performed primarily in a community college dental clinic and office environment with moderate noise from dental equipment and daily activity. The position involves regular contact with the public and access to confidential patient and student information, requiring strict adherence to privacy and institutional policies. The assistant must be able to manage multiple tasks in a teaching-clinic setting and may work hours aligned with the academic schedule, including occasional early mornings, evenings, or limited weekend hours.

Other Qualifications

Equal Employment Opportunity

Montgomery Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Benefits

: We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Agency Information

Employer: Montgomery Community College
Address: 1011 Page Street

Troy, North Carolina, 27371
Phone: 910-898-9634
Website: https://www.montgomery.edu/employment