Sr. Operations Administrator

Rochester, NY



This position provides strategic leadership and is responsible for the business, financial and administrative management of the Pediatric Dentistry service, consisting of the Pediatric Dentistry clinical service, pediatric residency programs, and the University Dental Faculty Group’s (UDFG) surgical/operating room activity at Sawgrass and Strong Memorial Hospital. This position will also assist with educational duties for both sites.


The Sr. Operations Administrator position provides management and expertise in support to the Pediatric clinical chief, the Director of the UDFG, and the Chief Operating Officer. The individual, working with considerable latitude for exercise of independent judgment, works closely with administrators from the Eastman Institute for Oral Health, Strong Memorial Hospital Ambulatory and OR Services and the University of Rochester Dental Faculty Group.


Responsible for the hiring, firing and performance monitoring of all administrative staff at the Pediatric Dentistry and Pediatric Dentistry Surgical Service sites. Will directly or indirectly supervise all administrative, clerical staff, dental assistants, hygienists, processing aides, etc.


Specific responsibilities include, but are not limited to:

50% Finance & Operations - Develop, monitor and control fiscal activity and the clinical administrative activity of approximately $3 Million operation:

  • Continually seek to improve financial condition; includes identifying opportunities, resolving issues, and keeping Directors informed regarding status.

  • Prepare, monitor and control operating and education budgets. Maintain liaison with principal investigators, Hospital, and Dental Faculty Group financial officers ensuring fiscal responsibility.

  • Develop, monitor and control fiscal activity of all pediatric dentistry practice accounts, continually striving to minimize expenditures and maximize reimbursement. Maintain strong working knowledge of reimbursement environment and impact on department faculty.

  • Perform internal reviews of clinical billing to improve the efficiency and collections of the scheduling and billing operations.

  • Control and monitor resident education account, identify and secure additional sources of support for educational activities.

  • Oversee and monitor expenditures on NIH, commercial grants, etc. as assigned.

  • Prepare annual Clinic and Operating Room capital budget requests.

  • Establish guidelines for expense distribution. Control property including petty cash.

  • Monitor, review and approve all travel and reimbursement expenditures.

  • Review and authorize payroll, requisitions, request for payments and other expense transfers as outlined in the EIOH policies and guidelines.

  • Develops, compiles, analyzes and ensures the production of financial reports and analyses, prepares projections and reports related to clinical productivity and account activity. Develops and implements corrective action and is accountable for appropriate follow-up.

  • Oversee annual inventory process. Evaluate, identify and implement changes to control supply and overall costs.

  • Responsible for organizing, maintaining and improving adequate, well-equipped facilities to carry out patient care, research and educational activities in an efficient, high-quality manner

  • Identify needs, oversee plans for new or additional facilities as assigned.

50% Human Resources/Administrative - Oversee and coordinate the administrative needs of the Pediatric Dentistry site and Pediatric Dentistry Surgical Services, including resident support, research activities, regulatory compliance, CODA etc.:

  • Oversee the coordination of all schedules, including travel, vacation, etc., ensuring adequate coverage for critical activities.

  • Oversee CODA regulatory guidelines and standards for the sites. Primary point of contact for queries and audits conducted by independent monitors and federal and governmental agencies.

  • Oversee the maintenance of staff personnel records. Oversee the annual in-service requirements for faculty, residents, staff for appropriate sites including health exams, licensing requirements, etc.

  • Facilitate work groups, meetings, and Ad hoc committees. Serve as a member of the clinical service administrator meetings.

  • Responsible for developing strategic direction of the programs, including operational and staffing plans, budget and volume projections, equipment and supply requirements.

  • Interview, select and supervise staff. Provide for training and development of those staff.

  • Monitor and evaluate staff performance, counseling staff (refer to EAP) and taking action on matters of discipline, promotion, terminations, salary and other personnel matters.

  • Control and monitor support staff patterns and expenditures. Ensure staff demonstrates timely, accurate practice reporting procedures.

  • Develop, implement and interpret departmental policy and procedures for faculty, residents, staff, and students. Identify policy problems and implement creative resolutions.

  • Responsible for enforcing disciplinary guidelines through well-developed and communicated policies.

  • Demonstrate a proactive approach to policy making by reviewing existing policy statements, formulating updated policy statements where appropriate, presenting recommendations for revisions to Director and faculty.

Other duties as assigned.


Bachelor’s Degree with 3 years of leadership experience in clinical operations; or an equivalent combination of education and experience. Experience in dental operations a plus.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Eastman Dental Center
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 055
Schedule: 8:30 AM-5:30 PM