Office Specialist

About the role

The position is critical course support for the Department of Restorative Sciences. Close interaction with faculty, admin, and students occurs daily to support a quality learning environment. The position is responsible for the development, organization, and maintenance of course documentation, assessments, and schedules, under the guidance of department faculty.

Responsibilities

• Oversees the day-to-day operations of the PROS Residency Program.
• Organize and oversee the activities of the program to ensure completed work meets required timelines and standards of quality and quantity.
• Ensure that timekeeping and faculty and residents are doing effort reporting in the respective campus systems, as well as track the leave of residents.
• Submit completed timesheets as requested meeting deadlines.
• Establishes and maintains the schedule of program office activities, prioritizes program-related tasks, and ensures that the Program Director is aware of the important deadlines related to program activities, including managing calendars and appointments, composing correspondence/ reports, manuals, preparing teaching material, making travel or meeting arrangements and travel expense reimbursements for faculty and residents.
• Facilities meeting deadlines as required.
• Data Entry: Generate the semester program schedules. Enter and maintain postgraduate academic grades, registrations, and curriculum inventory in Banner. Manage departmental files and academic records for the residency program. Prepare reports for CODA, ADA Survey, and Annual Report. Track and maintain Pros Program funds, process check requests, and IDRs, and reconcile accounts. Pay registrations, dues, and other items.
• Requests and program tracking: Track the ongoing activities of the program and maintain accurate records of resident's training, certification, conference attendance, and resident evaluation and review. Assist in the ongoing review for PROS's upcoming accreditation including the organization of exhibits and appendices, organization of self-study, and maintaining schedule to ensure deadlines are met.
• Clinical Referrals: Manage clinical referrals for the PROS program, duties include but are not limited to retrieval of faxes, creating accounts for patients, assisting with screening appointments with faculty members to help determine acceptance to the program and assignments of residents, establishing/maintaining communication and customer service to patients, their families and referring doctors.
• Records Maintenance: Responsible for data entry/scanning/storage of logs, manuals, and records. Have an extensive knowledge of Axium to maintain patient records, perform chart audits, and serve as a backup for scheduling as needed. Creates spreadsheets, including formulas to organize, display, and summarize data.
• Vendor and other duties: Coordinate and schedule vendors and speakers for residents for "Lunch and Learn" training sessions, assist with the setting up of catering, and use seminar room and audiovisual equipment.
• Financials: Critical analysis and tracking of all financial and budgetary information including monitoring expenses, purchases, oversight of data entry, and monthly reconciliation of expenses. Act independently and in concert with the Chair, to ensure fiscal soundness of the department in alignment with the department and DCG budget policy. Coordinate expenses from department accounts as approved by the Chair. Manage department research and travel funds, including oversight, management, and completion of the documentation. Evaluate budget reports to manage projected annual expenses and prepare department expense reports. Maintain bookkeeping through monthly PeopleSoft financial reports. Process reimbursements. Perform monthly account reconciliations on all accounts.
• Other: Perform other duties as assigned.

Required Qualifications

• Associate degree from an accredited college or university in a related field.
• OR 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.

Preferred Qualifications

• Advanced formal education beyond an Associate's degree from an accredited college or university in business or accounting.
• Experience in a dental office or practice.
• Experience with Axium software.
• Experience with Banner software.

Knowledge, Skills, & Abilities

• Knowledge: Proficient in Microsoft Office and other computer software/databases.
• Skills: Organization skills, excellent interpersonal, written, and verbal communication skills, excellent customer service and time management skills.
• Abilities: Ability to maintain confidentiality, ability to learn PeopleSoft, ability to multi-task and work independently.

Shift/Salary/Benefits

Shift: Days/M-F
Pay Band: B3
Salary: Minimum $16.54/hour
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: Until Filled

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.

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!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

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