Office Specialist

Job Summary

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

Responsibilities

The duties include, but are not limited:

OPERATIONS

• 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 time keeping and faculty and residents are doing effort reporting in the respective campus systems, as well as track leave of residents. Submit completed timesheets as requested meeting deadlines.

FINANCE TRACKING

• Critical analysis and tracking of All financial and budgetary information including monitoring expenses, purchases, oversight of data entry, 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.

LUNCH AND LEARN

• Coordinate and schedule vendors and speakers for residents for "Lunch and Learn" training sessions, assist with setup of catering and use seminar room and audiovisual equipment.
• Other Duties as assigned.

DATA ENTRY

• 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. Prepare special reports for department management, college administration and other divisions of the University as requested or required. Specifically, production data reports on the residents.

CLINICAL REFERRALS

• Manage clinical referrals for PROS program, duties include but are not limited to retrieval of fax, creating accounts for patients, assisting with screening appointments with faculty members to help determine acceptance to the program and assignments of residents, establish/maintain communication and customer service to patients, their families and referring doctors.

ONGOING ACTIVITIES

• Track the ongoing activities of the program and maintain accurate records of residents training, certification, conference attendance and resident evaluation and review.
• Assisting in the ongoing review for PROS upcoming accreditation including the organization of exhibits and appendices, organization of self-study and maintaining schedule to ensure deadlines are met.

SEMESTER PROGRAMS

• Generate the semester program schedules. Enter and maintain postgraduate academic grades, registrations and curriculum inventory in Banner. Manage departmental file and academic records for residency program. Prepare reports for CODA, ADA Survey and Annual Report. Track and maintain Pros Program funds, process check requests, IDRs, and reconcile accounts. Pay registrations, dues and other items.

SCHEDULE

• 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 and reports, manuals, preparing teaching material, making travel or meeting arrangements and travel expense reimbursements for faculty and residents. Facilities meeting deadlines as required.

BUDGET REPORTS

• 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