Office Associate

Job Summary

Provide administrative assistance to the department faculty, Admin. Assistant, course directors, and part-time Office Associate in the daily activities of the department. Assist with axiUm by coordinating daily senior clinic maps and student appointments and helping with student requests and assist with building faculty schedule as needed. Assist with Comp Care completed competency grades and dates in Qualtrics and D2L, and with the business courses grades and attendance rosters, review and sign Petitions. Coordinate Grand Rounds. Help manage student forms in Box, assist with new class orientation, and with the setting up of Box folders for each new class of students. Help coordinate department meetings and order breakfast or lunches when applicable and take meeting minutes. Assist in annual student awards by contacting sponsors for participation and creating certificates when needed. Answer main line, check daily the General Dentistry fax and voicemail inbox, deliver and retrieve mail from the DCG mailroom and distribute. Ability to maintain confidentiality, solve problems, detail oriented, organized, and able to work with minimal supervision. Serve as back-up to the part-time Office Associate, and Admin. Asst., and all other duties as assigned.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE ASSISTANCE:

Provide administrative assistance to the department faculty and staff in the daily activities of the department. Answer the department’s main line, forward calls and/or take messages or act appropriately, according to the information received: Provide information to callers regarding dept. responsibilities, DCG policies, and faculty locations; Check the General Dentistry Outlook fax and voicemail inbox daily; Take departmental outgoing mail to the DCG mailroom and retrieve departmental mail and put in the faculty departmental mailboxes.

CLERICAL WORK:

Assist part-time Office Associate with new class orientation; Manage building faculty schedule; Assist with preparing Box folders for each new class and help manage student folders during each semester. Help manage course excel spreadsheets in Box; Prepare daily clinic maps in axiUm by placing senior students in appropriate clinic chair for planned procedure(s) with the appropriate faculty coverage and post the maps in the clinic for faculty and student access/reference; Assist students with daily activities. Assist the course Directors with business classes grades, attendance, quizzes, student assignments, and course management in Qualtrics and D2L; Review and sign competency petitions; Coordinate Grand Rounds

AWARDS:

Assist with annual senior student awards by contacting sponsors regarding participation, collect their stated awards (certificates, materials, monetary gifts, etc.) in a timely manner to have presented to the recipient on senior awards day, and create certificates when needed.

RECORD KEEPING:

Assist Administrative Assistant with annual equipment inventory in Sr. clinic and ACA Timesheets as needed. Take dept. meeting minutes, breakfast and lunches for meetings and schedule off campus dept. retreats.

BACK-UP:

Serve as back-up to Administrative Assistant and part-time Office Associate. Ability to solve problems, and work with minimal supervision.

OTHER:

Perform other duties as assigned.

Required Qualifications

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization and a minimum of one year of office support experience.

Preferred Qualifications

Experience with axiUm, and D2L
Experience with Augusta University office forms
Experience with Box

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases
SKILLS
Effective Organization skills
Demonstrates initiative by identifying issues and developing possible solutions.
Excellent interpersonal, written, and verbal communication skills
Detail-oriented and ability to multitask
ABILITIES
Ability to maintain confidentiality
Ability to work under pressure and meet deadlines
Ability to solve problems, and serve as back-up to the part-time Office Associate and Administrative Assistant I
Ability to work with minimal supervision
Ability to learn axiUm, D2L and other software as needed
Ability to proofread various documents
Self-motivated with ability to work independently
Initiative to determine what needs to be done and handle it appropriately
Professional demeanor and attire.

Shift/Salary/Benefits

Shift: Days/M-F
Pay Band: B2
Salary: Minimum $15.77/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