Logistics Coordinator, NC Mission of Mercy (NCMOM), NCDS Foundation

The Logistics Director plays a key role in coordinating and managing all non-clinical aspects of the NCMOM program, overseeing volunteer efforts, coordination, and resources to ensure the smooth and efficient execution of the NCMOM clinics.

Key Responsibilities:

1. Clinic Planning & Logistics Management:
   • Oversee the successful planning, setup, and takedown of all NCMOM clinics, ensuring logistical efficiency and high volunteer engagement.
2. Site Coordination:
   • Collaborate with the Clinic Director to schedule clinic sites 18–24 months in advance, managing both 45-chair clinics and Mini MOM sites.
3. Point of Contact:
   • Serve as the primary liaison between NCMOM and ADCF, ensuring all scheduling needs and logistical requirements.
4. Logistical Planning:
   • Continuously revise and enhance organizational and planning needs for clinic coordination, ensuring smooth operations.
5. Volunteer Registration Coordination:
   • Collaborate with NCDS staff to register over 1,200 volunteers annually, ensuring proper staffing and volunteer alignment.
6. Public Relations & Community Outreach:
   • Partner with NCDS staff to ensure effective PR coverage for the NCMOM program, ensuring the flagship volunteer initiative receives ample visibility.
7. Volunteer Management in Host Communities:
   • Oversee the recruitment and management of non-clinical volunteers in host communities for various roles including fundraising, hospitality, coordination, and more.
8. Local Committee Leadership:
   • Lead local committees responsible for material handling, security, rental equipment, and clinic setup.
9. Cross-Organizational Collaboration:
   • Facilitate engagement with other dental societies, U.S. military units, and dental schools for clinic support and collaboration.
10. Licensure Compliance:
    • Ensure volunteer dental professionals maintain proper licensure in accordance with NC State Dental Board regulations.
11. Supply Coordination:
    • Collaborate with clinic leads and supply team to order and receive all necessary clinic supplies at least 30 days in advance.
12. Dental Supply Coordination:
    • Manage relationships with dental supply companies, including in-kind donations and timely supply ordering.
13. Supply & Equipment Delivery:
    • Oversee the successful transportation and delivery of clinic supplies and equipment to event sites.
14. Monthly Reporting:
    • Deliver regular progress reports to NCDSF Board, Program Chair, and Executive Leadership, ensuring consistent updates on coordination.
15. Insurance Coordination:
    • Coordinate with NCDS Central Office to manage clinic insurance needs and ensure appropriate coverage.
16. Vendor Coordination:
    • Negotiate, manage, and oversee agreements with vendors for local clinic services, including equipment, labor, and supplies.
17. Local Site & Community Coordination:
    • Collaborate directly with local community leaders, NCDS staff, and NCDS Foundation leadership to ensure all logistical needs for each clinic.
18. Vendor Invoicing & Reconciliation:
    • Manage post-clinic invoicing and financial reconciliation for all local vendors, ensuring accuracy and timely payment.
19. Volunteer Training & Support:
    • Support Clinic Chair in volunteer training for key roles, offering guidance and answering questions prior to each clinic.
20. Clinic Equipment Logistics:
    • Secure and coordinate all necessary equipment, including x-ray machines, collaborating with local vendors to ensure smooth setup and takedown.
21. Transportation Management:
    • Oversee the coordination of transportation coordination for supplies and volunteers to and from clinic sites, ensuring all aspects are accounted for.
22. Post-Clinic Coordination:
    • Ensure all post-clinic tasks, including packing materials and follow-up, are managed effectively.

Preferred Qualifications:

1. Inventory Management:
   • Oversee and manage inventory of NCMOM supplies, conducting regular cycle counts and inventory checks.
2. Supply Organization:
   • Ensure that clinic supplies are organized, packaged, and available for distribution before and after clinics.
3. Kitting:
   • Oversee the packing and distribution of procedural tackle boxes for each clinic.
4. Familiarity with Dental Supplies:
   • Solid understanding of dental supplies and equipment
5. Clinical Experience:
   • Basic knowledge of dental sterilization procedures and protocols including project management in a clinical setting.
6. Dental Certification or Experience:
   • Dental assisting or hygiene certification, or experience working in a dental /medical setting.
7. Project Management Experience:
   • Documented experience managing multiple projects simultaneously.
   • Over performing versus deadlines
   • Keeping large matrix-based organizations on task
   • High performing skills in Microsoft and Google suites

Essential Job Functions:

• Operate a motor vehicle to travel to and from NC MOM clinic sites, including remote locations, as required.
• Lift, carry, and transport clinic supplies and equipment weighing up to 75 pounds.
• Participate in duties outside of standard working hours, including weekly team meetings and on-site support at NC MOM clinics and events.