Office Specialist

Job Title: Office SpecialistLocation: Augusta UniversityRegular/Temporary: RegularFull/Part Time: Full-TimeJob ID: 294330 About UsAugusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.LocationAugusta University -Our Health Sciences Campus1120 15th Street, Augusta, GA 30912Our Summerville Campus2500 Walton Way, Augusta, GA 30904College/Department InformationThe Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.Job SummaryThis position fully supports the Advanced Education in Periodontics Residents and the residency program for 11 residents. Coordinate/plan all lectures, lunch and learns, graduation, IV Sedation course, and Anesthesia rotations. Maintain/Manage leave requests, timesheets, memberships, data base for current and classic literature, travel authorizations/reimbursement, Mock boards, bi-annual evaluations, course syllabi, in-services exams, consultant/volunteer schedule, Banner/course sections, and any event throughout the year where assistance is needed.ResponsibilitiesThe duties include, but are not limited to:GENERAL OFFICE DUTIES: Watch over the day-to-day practices of the Periodontics residency program to ensure the program operates efficiently each day. Organize the activities of the program to confirm that completed work meets required timelines and standards of quality. Track leave time and verify leave availability of residents. Review time net and effort as needed/required for the residents. Answer the phone/e-mail promptly to assist the needs of the department. Communicate with patients, applicants, faculty, and vendors as needed.FILES AND RECORDS: Responsible for data entry/scanning/storage of logs, manuals, and records for the residency program to maintain the integrity of files for accuracy and completion. Retain extensive knowledge of Axium for patient records, chart audits, and backup to scheduling as needed for the program. Keep evaluations of students and faculty for reference needed.RESIDENT EVENTS: Organize and assist resident events from the beginning to the end of each program term from start to finish of the event. Events include prospective resident interviews new resident orientation, resident graduation, holiday parties, lunch and learns, etc. Organize event invoices for payment processing.ADMINISTRATIVE SUPPORT: Keep program director informed of all activities and events of the program to include important DCG deadlines; Include him/her in correspondences and communications as needed; Assist program director with all administrative needs; Back up the Administrative Assistant 2 as needed; Complete tasks timely and accurately as assigned by the program director and the supervisor; Prioritize tasks to guarantee deadlines are metRESIDENCY PROGRAM: Manage Periodontic referrals to residency program to fit the needs of the patients and the academic requirements of the residents. Create individual resident schedules to clearly outline where the resident should be at all times including patient care, on-call schedule, seminars, classroom, vacation, CE, testing, and evaluations.ACADEMIC: Coordinate semester program schedules for the residents. Maintain the residency program files and academic records. Create reports for DCG, CODA, ADA, and any other report/record requests to include surveys.SUPPLIES AND PURCHASING: Keep track of and advise supervisor when supplies need to be ordered for the residency program. Collect travel documents from residents and submit accordingly on a timely basis to reimburse the resident travel costs.OTHER: Perform other duties as assignedRequired QualificationsAssociate's degree from an accredited college or university in a related fieldORHigh school diploma, GED, or equivalent from a recognized state or federal accrediting organization with a minimum of three yeas of progressively responsible office support experience.Preferred QualificationsBachelor's degree from an accredited college or universityAdditional Years Of Administrative Experience And Executive Administrative ExperienceExperience in dental officeKnowledge, Skills, & AbilitiesKNOWLEDGEProficient in Microsoft Office and other computer software/databasesSkillsEffective communication skills (oral and written), attention to detail, networking skillsExcellent customer service skills and adaptability skillsHigh level administrative skillsAbilitiesAbility to maintain confidentialityAbility to learn new softwareAbility to multitaskShift/Salary/BenefitsShift: Days/M-FPay Band: B3Salary: Minimum $16.54/hourSalary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the positionRecruitment Period: Until FilledAugusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!Conditions of EmploymentAll selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.Other InformationThis position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.Equal Employment Opportunity Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.How To ApplyConsider applying with us today!https://www.augusta.edu/hr/jobs/Select University Faculty & Staff > External Applicants if you are a candidate from outside the universitySelect University Faculty & Staff > Internal Applicants if you are a current university employeeIf you need further assistance, please contact us at 706-721-9365