"Office Specialist"

Job Summary

To provide administrative and office support activities for the Dental College of Georgia Department of Oral and Maxillofacial Surgery, 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. It 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 RESIDENCY: 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: 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

Associate degree from an accredited college or university or beyond in a related field and one 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 in Microsoft Office and other computer software/databases (Word, Excel, PowerPoint)
• Knowledge of office etiquette

SKILLS

• Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong organizational and customer service skills

ABILITIES

• Ability to maintain confidentiality
• 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
• Ability to work independently and as a team member

Location

Augusta University -
Our Health Sciences Campus:
1120 15th Street, Augusta, GA 30912
Our Summerville Campus:
2500 Walton Way, Augusta, GA 30904