"Office Specialist"

Job Summary

The Office Specialist will provide administrative support for multiple projects for the Department of Obstetrics and Gynecology General Section with considerable latitude for exercising judgement and discretion. This position is responsible for assisting in back up for all OB/GYN Sections; answering phone and directing calls appropriately; on-call scheduling; and assisting with the preparation for lectures/presentations. This position is also responsible for the management of funds and office supplies through use of Health eShop. The Office Specialist received direct supervision from the Business Manager.

Responsibilities

The responsibilities include, but are not limited to:

Administrative Duties

Manage multiple calendars and appointments for faculty members, faculty credentialing, promotion and tenure and prepare and maintain physician's letters, etc.

Hospital Reappointment Packets

Make any necessary changes to the reappointments; obtain the physician signatures; and update all records and maintain copies of all reappointments.

Manage Section Budgets

Ensure that appropriate account is used for expenditures; Be prepared at any time to inform Chief or other faculty of balance on various accounts; Assist Department and manager with preparation for audit or expenditure review on sponsored programs, gift accounts and any other section funds and reconcile monthly PeopleSoft reports. Assist department and manager with preparation of fiscal grant reports or applications. Design and produce invoices for billing per grant or contractual agreements.

Maintain Section Resources

Responsible for procurement and maintenance of supplies and equipment. Arrange for renovations, repairs, painting, etc. for Section. Coordinate use of office space. Submit requisitions to appropriate units in a timely manner. Interact with vendors and reps in an appropriate fashion.

Travel

Coordinate travel arrangements for all travel outside the institution for Section Chief and other faculty and APPs.

Other Duties

Perform all other related duties/tasks as assigned.

Required Qualifications

Educational Requirements

Associate's degree from an accredited college or university.

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

Preferred Experience

Five or more years' of relevant work experience in a hospital/medical office setting.

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

Excellent interpersonal, written and verbal communication skills

Ability to work independently and exercise sound judgement

Proficient in Microsoft Office and other computer software/databases

Detail-oriented with strong organizational, prioritization and multi-tasking skills

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: 3

Salary Minimum: $16.54/hour - $19.86/hour

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position)

Recruitment Period: 9/12/25 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

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.