Clinical Training Supplies Coordinator - Hybrid
Job Details
- Req ID:
- 105598
- Supported Practice:
- Heartland Dental
- Category:
- Education and Training
- Location:
- 1200 Network Centre Drive, Effingham, IL 62401
- Salary:
- $18.00 - $20.00 per hour
Position Summary:
Clinical Training Supplies Coordinator, Professional Learning and Development Services
Do you thrive on seeing a task through to the end, preparing for an in-person event, managing deadlines and progress, and communicating with customers to ensure satisfaction? We are seeking a dynamic team member to fill the position of Clinical Training Supplies Coordinator within the Professional Learning and Development Services team. Supported doctors and team members come to Heartland Dental for phenomenal careers and our best-in-class education and training. As the Clinical Training Supplies Coordinator, you will have the opportunity to partner with a large support team that consists of the clinical developers, doctor mentors and regional support to ensure that each clinical program and regional clinical workshop hosted is successful for both doctors, their teams and the patients.
Heartland Dental is the nation's largest dental support organization, providing non-clinical administrative support services to more than 3,000 supported doctors across 39 states and the District of Columbia in over 1,800 dental offices. Each Heartland Dental support office is unique to the community and the patients they serve. Supported doctors are the leaders of their practice and retain clinical autonomy. All Heartland Dental supported Doctors are united by a common goal: delivering the highest quality dental care and experiences to the communities they serve.
To give you an idea of the team structure, you will work on a team with clinical training developers and program managers, reporting to the Director of Professional Learning and Development Services (PLDS).
Below is an overview of the duties and responsibilities associated with this position:
1. Regional Workshop Coordination: Lead planning and execution of regional clinical workshops, including alignment with developers, support teams, and program coordinators to ensure smooth delivery and follow-up.
2. Clinical Supply Management: Manage the ordering, packing, and shipping of all supplies for in-person, virtual, and regional clinical courses and workshops.
3. Inventory Control: Track, receive, and reconcile clinical supply inventory, including returns and restocking for future use.
4. Vendor and Donation Management: Coordinate with suppliers and developers to secure donated materials, maintain donation records, and manage supplier relationships.
5. Budget Oversight: Monitor and manage clinical education supply budgets to ensure accurate, timely, and cost-effective spending.
6. Procurement Liaison: Act as the point of contact between Clinical Education and Procurement to align on purchasing processes, supply needs, and vendor coordination.
7. Team Collaboration: Maintain strong communication with internal teams, including the doctor training team and Education Support Services, to ensure alignment across functions.
8. Workflow Optimization: Identify and implement improvements to processes related to supply logistics, workshop execution, and administrative operations.
9. Facilitator Payment Processing: Prepare and submit bi-weekly facilitator pay reports, ensuring accuracy and compliance with payroll timelines.
10. Event and Course Support: Provide on-site support at Heartstart events and selected clinical courses to enhance team understanding and participant experience.
Minimum Requirements:
• Ability to work in the office 3-5 days a week.
• High School Diploma or equivalent
• 1+ years of experience in supply chain, logistics, administrative support, or a related field.
• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in SmartSheets and Microsoft Office Suite (especially Excel) and familiarity with inventory tracking tools or systems.
• Excellent communication and interpersonal skills to effectively collaborate with internal teams and external vendors.
• Basic budgeting skills with experience monitoring and tracking expenses.
• Demonstrated problem-solving and process improvement mindset to enhance operational efficiency.
• Detail-oriented and reliable, especially in handling payment coordination and accurate data tracking.
• Ability to travel overnight occasionally for events and on-site support.
Desired Experience:
• Clinical experience helpful, i.e. Dental Assisting
Physical Requirements:
• Ability to perform essential duties satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position
• Prolonged periods sitting at a desk and working on a computer
• Ability to lift and move supply boxes (up to 30 lbs) and support on-site events and shipping logistics.
We put our people first at Heartland Dental, and that shows in our generous benefits package.
Company retains the sole discretion to change the duties of the position at any time.
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Benefits
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Paid Vacation & Holidays
-
Access to Daily Pay
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Sponsored Continuing Education Opportunities
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Bonus Program
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Retirement and College Savings Plans
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Referral Bonus
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Health, Vision, Dental, & Life Benefits
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Fitness and Mental Wellness Programs
Personal Stories
“I joined Heartland Dental in 2018 with 13 years of dental experience in search of career and leadership growth, and I’ve gotten that in abundance. The support is never-ending. If you have a vision or a dream, Heartland supports it wholeheartedly. I am blessed to be a part of such an amazing Supported Practice!”
- 2023 Joined the Communications Team
- 2021 Promoted to Regional Manager of Operations supporting Columbia and Aiken, SC and Evan, GA
- 2020 Expanded PMO role to support a second office
- 2018 Promoted to become the office’s Practice Manager of Operations (PMO)
- 2018 Joined Heartland Dental as a Business Assistant
“I joined Heartland Dental in search of a new opportunity and have found so much more than I could have ever imagined. Heartland has provided me invaluable education opportunities that have allowed me to achieve things I never thought possible and do things I never would have imagined.”
- 2023 Promoted to Regional Manager of Operations supporting Charlotte, North Carolina
- 2020 Transitioned to a PMO role supporting newly affiliated practices and new, or De Novo, offices in Charleston, SC
- 2017 Promoted to Practice Manager of Operations (PMO) supporting offices in Melbourne, FL
- 2015 Joined Heartland Dental as an Office Manager
“Beyond supporting me professionally, Heartland allows me to make a difference in my community. Being able to volunteer in Free Dentistry Days has been a huge motivator for me. I am proud to make a difference by helping empower providers to give back.”
- 2023 Founding member of Alliance, Heartland Dental’s gender and sexuality employee-led community
- 2022 Transitioned to Digital Marketing
- 2022 Promoted to Field Marketing Strategist
- 2018 Transitioned to the Regional Marketing Strategist
- 2017 Promoted to Practice Manager of Operations
- 2016 Promoted to Office Manager
- 2014 Joined Heartland Dental as a Business Assistant
“I joined Heartland Dental in search of a new career opportunity. Thanks to the great leaders and developmental courses Heartland offers, I have grown both personally and professionally. I never imagined I would become part of a new and growing department!”
- 2022 Promoted to Payor Relations Supervisor
- 2018 Joined a new, growing department as Payor Relations Lead
- 2016 Promoted to Fee Schedule Manager
- 2014 Promoted to Fee Schedule Supervisor
- 2011 Moved to Dental Insurance Administration department as a Fee Schedule Coordinator
- 2008 Transitioned to a role as a Dental Assistant
- 2007 Joined Heartland Dental as a Business Assistant
Heartland Dental
Heartland Dental is the nation's largest dental support organization, providing non-clinical administrative support services to more than 3,000 supported doctors across 39 states and the District of Columbia in over 1,800 dental offices. Each Heartland Dental supported office is unique to the community and the patients they serve. Supported doctors are the leaders of their practice and retain clinical autonomy. All Heartland Dental supported doctors are united by a common goal: delivering the highest quality dental care and experiences to the communities they serve.
Each Heartland Dental supported office is unique to the community and the patients they serve. Supported doctors are the leaders of their practice and set forth their own clinical care philosophies. But all our partners are united by a common goal: delivering the highest quality dental care and experience.
At Heartland Dental, we’re committed to living our core values which promote diversity and inclusion. We provide all employees and applicants for employment the protections of federal, state, and local laws affording equal opportunity in employment.