Office Specialist
Job ID: 280766
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:
*

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
To provide administrative and office support activities for the Dental College of Georgia Department of Oral and Maxillofacial Surgery (OMFS), its residency program, the DCG Ambulatory Surgery Center and faculty. Be familiar with the formal and informal departmental goals, standards, policies and procedures which include some familiarity of other departments within the school and Enterprise. Is sensitive to the interrelationship of both people and functions within the department.
Responsibilities
The duties include, but are not limited to:

PROVIDE COMPREHENSIVE ADMINISTRATIVE SUPPORT TO THE OMFS RESIDENCE: Assist with PASS application status updates and coordinate Interviews (travel, schedule luncheons, tours, etc.). Update applicant decision reports and download applications. Compile CBSE score report. Assist with applicant correspondence and acceptance letters. Coordinate yearly rotation schedule. Coordinate AU Health operating room access and assignment of pagers. Assist with resident/intern IT system requirement needs and coordinate with ADV. ED coordinator for access request. Complete and follow up on the required program requests of the Office of Advanced Education and the VA Coordinate conferences with other specialty departments and assist chiefs with lunch & learns. Coordinate and maintain rotation evaluations and bi-annual faculty and resident evaluations in One 45. Review monthly One 45 duty hour reports by residents for accuracy. File duty hour reports monthly and annually in the Box folder. Maintain all resident/intern leave request forms and monitor leave hours based on AU/DCG leave policies for residents and interns.
JOINT RESPONSIBILITY WITH DEPARTMENTAL ADMINISTRATIVE ASSISTANTS: Joint responsibility with departmental administrative assistants to coordinate department annual OFMS Academic Day. Coordinate the use of the lecture room with Classroom Services, Environmental Services, and Public Safety. Arrange catering. Coordinate guest speaker's lecture, travel arrangements and reimbursements, and honorarium. Submit donation requests and deposit them in the appropriate account. Assist with the design of the brochure and submit the final draft for printing. Mail brochures to Georgia and South Carolina Oral Surgeons, ENTs, and Plastic Surgeons and make follow-up calls. Maintain RSVP list. Complete and maintain all forms for all registrants and speakers: Forms- Presenter Attestation, Disclosure and Content Validation Declaration, HIPAA Compliance, Activity Director Attestation Report, and Activity Evaluation. Register attendees on the day of the course. Clean lecture room at end of course.
Maintain and assist with reporting of yearly CODA Self-Study. Assist the Program Director with maintaining information for program accreditation. Assist Program Direction with the implementation of the OMFS MD Option program. Maintain faculty Outlook calendar (patient care-clinics/OR, offsite rotations, conferences, lectures, leave, etc.). Oversee faculty/resident/staff adherence to protocols/policies (HIPAA, OSHA, Safety, college). Coordinate guest lectureships for faculty. Coordinate visiting faculty travel. Coordinate communications between the Chairman and other faculty and staff within and outside of the department, and receive and relay sensitive information related to personnel, department, or school activities.
JOINT RESPONSIBILITY TO MAINTAIN OMFS PRE-DOCTORAL COURSES: Assist course directors with organizing, preparing, and assembling all materials for 6 didactic and clinical courses. Maintain/record course curriculum inventories, registrations, rosters, and grades/grade changes; report information to Registrar and Office of the Associate Dean of Academic Affairs Prepare exams and submit them for grading (Examsoft). Proxy final exams. Coordinate/maintain student clinic rotations schedules and changes. Inform students of missing clinical grades. Coordinate student awards with the Office of Students, Admissions, and Alumni. Peer to Peer evaluations
ASSIST IN THE MAINTENANCE AND RENEWAL OF FACULTY LICENSES: Dental Associations (Georgia and other states). US Drug Enforcement Administration. Anesthesia (for GRU, Small Smiles, Warner Robins, and other off-campus sites)
PROVIDE COMPREHENSIVE ADMINISTRATIVE SUPPORT: Answer departmental telephone, handle or forward all voicemail messages (department and clinical) to appropriate personnel, collect and distribute mail, and type patient-related correspondence. Provide administrative support as needed for faculty, residents, and interns as needed. Maintain/enter/distribute monthly On-Call Schedule to include faculty members. Coordinate OMSITE Exams and assist with procedure review of OMSITE system. Assist the program director with maintaining a resident list in OMSITE. Coordinate room scheduling for all OMFS didactic courses and departmental core courses to include any guest lectures. Manage and maintain all residency program files and reports. Manage all program externships & observership to include MOU legal approval required documentation, hospital access, and correspondence. Maintain and schedule renewal of certifications for faculty, residents, Interns, and staff for BLS. ACLS and PALS. Coordinate and maintain for OMFS Program Director, Residents, Interns, and DCG Ambulatory Surgery Center Director: Travel authorizations and expense reimbursement, Arrange airline and hotel travel accommodations. Assist with OMFS IV Sedation Continuing Education Course: Assist CE with event function as needed. Assist in the maintenance and renewal of resident and program director licenses to include state, DEA, and Anesthesia for campus and offsite locations. Assist in answering the departmental telephone. handle or forward all voicemail messages (department and clinical) to appropriate personnel. To include program-related references, program letters, resident eligibility letters, etc. Complete Banner program/departmental course sections once a semester. Assist program director with syllabus entry bi-annually. Assist program director with CIR calculations once a semester. Maintain access to Banner, One 45, Axium, OMSITE, WebAdMIT, Simply Syllabus, Qgenda, D2L, Respondance, PowerChart, HealthStream and other required systems Distribute Exit Checklist to 3rd-year residents (annually Create Semester Schedules listing all class times, events, etc. (put in BOX for Faculty, Residents, and Schedulers) Update daily. Create attendance sheets for all courses for attendance verification (per Semester). Assist program director with patient dismissal letters. Update Outcomes Assessments CODA documentation (as the Program changes). Assist with curriculum changes, CODA request letters, and distribution of the missing charge report. Maintain BLS, ACLS,& PALS, and flu vaccination records on Residents/Interns. Course Support for all OMFS resident courses. Assist residents and program directors with grant proposals.
CURRICULUM INVENTORIES: Maintain and record course curriculum inventories, registrations, rosters, and grades; Report such information to Registrar and DCG Office of Advanced Education.
MAINTAIN AND SCHEDULE RENEWAL OF CERTIFICATIONS: Schedule the renewal of certifications for faculty, residents, interns, and staff for CPR, ACLS, and PALS.
COORDINATE AND MAINTAIN OMFs PROGRAM DIRECTOR, RESIDENTS, INTERNS, AND DCG AMBULATORY SURGERY CENTER: Travel authorizations and expense reimbursement. Arrange airline and hotel travel accommodations
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
Preferred Education: an Associate's Degree or beyond in a related field and 1 year of experience.
Preferred Experience: Experience in a dental office or practice. Experience with the following software: AxiUm, Banner, One 45, PASS, Quicken, Peoplesoft Financials & HRMS, ExamSoft.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient computer skills (Word, Excel, PowerPoint)
Knowledge of office etiquette
SKILLS
Organizational skills; Excellent communication skills ' oral and written
Proper telephone etiquette
Excellent customer service skills
ABILITIES
Ability to work independently and make sound decisions
Ability to learn Peoplesoft, AxiUm, Banner, Outlook, One 45, Quicken, ExamSoft, and other software, as needed
Ability to multi-task and maintain confidentiality
Ability to work independently and as a team member
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.
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=280766&PostingSeq=1
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