What Jobs are available for Administrative Support in Newark?

Job Description

Job Title: Assistant Dental Office Manager
Department/Location: Operations
Reports to: Regional Vice President
FLSA Status: Exempt

Company Overview

ProSmile is one of the fastest-growing dental organizations, with a vast network of multi-specialty practices across New Jersey, Pennsylvania, Virginia, Michigan, Illinois, Wisconsin, Indiana, Washington D.C., and Maryland . Our practices are led by top-tier dentists who are committed to providing exceptional patient care while offering a supportive environment for dental professionals to thrive. We focus on delivering personalized, gentle care to our patients and creating a collaborative workplace with opportunities for mentorship, growth, and ongoing training.

Position Summary

ProSmile is in need of an Assistant Dental Office Manager who is looking to join a practice with a strong culture, compassionate and skilled dentists, and a support structure that creates an environment of learning and the autonomy to create change at the practice that brings about growth and success. We offer competitive pay based on experience with a great benefit package. As an Assistant Dental Office Manager, we give you the tools and support needed to ensure you are in the best position to be successful. A ProSmile Assistant Dental Office Manager is a unique opportunity to join a practice that is part of a larger growing organization and offers the ability to move up and take on higher positions within the company.

Duties and Responsibilities: 

• Maintains control of patient scheduling 
• Addresses and resolves patient complaints 
• Reviews patient charts making corrections with posting if needed 
• Takes on the responsibility of the Treatment Plan Coordinator in some offices 
• Has working knowledge of all insurances; handling of claims, attachments for claims 
• Maintains collection controls and systems 
• Oversees daily closeout functions as well as daily deposit with the corporate office 
• Coordinates end-of-month functions with the corporate office & Dental Practice Manager
• Monitors patient A/R
• Ensures compliance with all company Policies and Procedures in office and communicates any changes in same to staff, schedules office staff meetings 
• Coordinates staffing needs, scheduling, recruiting, interviewing, hiring, performance reviews and terminations in consultation with HR Department and Dental Practice Manager
• Contacts maintenance for all office equipment in need of repair for optimum function 
• Following up on unresolved task
• Performs miscellaneous job-related duties as assigned
• Coordinating office needs with Dental Practice Manager 
• Assistant Dental Office Manager - Qualifications 
• High School diploma or GED required
• Experience using Outlook, Word Excel preferred 
• Easily able to learn new technologies and systems required 
• Performs miscellaneous job-related duties as assigned.

• Work experience in an administrative function and/or customer facing role required 
• Working knowledge of dental or medical front desk duties and responsibilities preferable
• Previous dental office management work experience preferable 
• Requires some flexibility in scheduling, such as the ability to work evenings and weekends as needed

Benefits Summary

At ProSmile, we are committed to supporting the health and well-being of our employees and their families. We offer the following benefits for Full Time Benefits Eligible Positions (35+ hours per week) and Part Time Benefits Eligible Positions (30-35 hours per week):

• Medical Insurance : Choice of five comprehensive Aetna medical plans, including options with low copays, deductible-sharing, and national provider networks.
• Dental Insurance: MetLife plans offering preventative, basic, major, and orthodontic coverage options.
• Vision Insurance : Davis and UHC vision plans with annual exams, eyewear allowances, and contact lens benefits.
• Flexible Spending & Health Savings Accounts : Pre-tax savings accounts for medical, dependent care, and healthcare expenses.
• Life & Disability Insurance: Employer-paid basic life and AD&D insurance, with voluntary life, short-term, and long-term disability plans.
• Additional Perks:
  • Employee Assistance Program (EAP)
  • Identity Theft & Fraud Protection
  • Legal Support Services
  • Discount Programs (including pet insurance, travel, theme parks, electronics, etc.)
  • Wellness Programs
  • Financial Wellness and Planning Tools

Physical/Mental Demands and Work Environment
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.

The Company reserves the right to modify the job description based upon its needs and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between the Company and the employee.

Equal Employment
Our culture encourages individual development, embraces an inclusive environment, rewards innovative excellence, and leads in provider and patient satisfaction. Prosmile values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged.
ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply.

Company Safety
We believe that the best care for our patients starts with the best care for our employees. ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.

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Job Title: Administrative Support Officer

Job Description:

The Administrative Support Officer plays a key role in ensuring the efficient and smooth operation of the charity’s day-to-day activities. The primary responsibilities include providing administrative support across various teams, managing calendars, scheduling meetings, and handling communication both internally and externally. The officer will maintain accurate records, assist with data entry, prepare reports, and manage files and documents. Additionally, they will support event planning, coordinate logistics, and assist with volunteer management.

The role requires strong organizational skills to track and manage tasks, ensuring deadlines are met and office systems run effectively. The officer will also handle general office duties such as answering phones, responding to emails, and ordering office supplies. Collaboration with other team members, volunteers, donors, and partners is crucial, along with ensuring all activities align with the charity’s mission and values.

The ideal candidate will be proactive, detail-oriented, and able to work independently and as part of a team. Prior administrative experience in a nonprofit setting is preferred, along with proficiency in office software and databases.

Key Skills:

• Strong organizational and time-management skills
• Effective communication and interpersonal abilities
• Proficiency in Microsoft Office and office management tools
• Ability to multitask and prioritize effectively