Job Details

Office Specialist
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Position Number: 6025772
Location: Augusta, GA
Position Type: Other Administrative Positions

Office Specialist

Job ID: 282154
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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About Us

Augusta 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 10,500 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.

Location

Augusta University -

Our Health Sciences Campus:

1120 15th Street, Augusta, GA 30912

Our Summerville Campus:

2500 Walton Way, Augusta, GA 30904

College/Department Information

The 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 Summary

This 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, the database 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.

Responsibilities

The 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 & 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 schedule 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 the 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 the 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 met

RESIDENCY PROGRAM: Manage Periodontic referrals to residency programs 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 always be 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 & PURCHASING: Keep track of and advise the supervisor when supplies need to be ordered for the residency program. Collect travel documents from residents and submit them accordingly on a timely basis to reimburse the resident's travel costs.

OTHER DUTIES: Perform all other job-related duties as assigned.

Required Qualifications

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.

OR

Associate's degree from an accredited college or university in a related field.

Preferred Qualifications

Additional years of administrative experience. Executive administrative experience. Bachelor's degree. Experience in dental office.

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient computer skills including the ability to learn new software.

SKILLS
High-level administrative skills required.
Detailed-oriented and organizational skills
Telephone etiquette
Can work independently, multitask, and exhibit excellent customer service and adaptability skills.

ABILITIES
Ability to communicate effectively and to follow oral and written instructions.

Ability to follow directions.
Ability to maintain confidentiality.

Shift/Salary/Benefits

Conditions of Employment

All 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 Information

This 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 Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=282154&PostingSeq=1