"Office Specialist"

Job Summary

To provide administrative and office support to faculty, staff and students. Performs specialized administrative and technical work within the administrative and operational support of the Dental College of Georgia. Experience in the areas of budget, personnel and general office management as well as experience preparing publications and NIH grant applications. This individual must have excellent clerical and verbal communications skills, in addition to independent decision-making abilities. This individual must also have strong organizational skills and the ability to maintain confidentiality.

Responsibilities

The duties include, but are not limited to:

• LIAISON BETWEEN FACULTY AND STUDENTS: Prepare and organize class schedules, handouts, power point presentations, exams and keeps log of student grades, create and organize classes in D2L. Serve as liaison between departmental faculty and students regarding all course materials.
• IPSO: Work with IPSO on visa applications for visiting scholars and the Volunteer office for laboratory volunteers.
• NIH GRANTS: Supervise the production of NIH grants. These are highly specialized, technical documents that require great attention to detail, use of desk-top publishing techniques, budget for costs supporting documentation, etc.
• ORDERS AND INVENTORY: Develop and monitor information systems (fax, computer files, grant files, Human or Animal Assurance files, paper trail support for OneUSG, etc.). Process all ordering for department and keep equipment inventory. Maintain p-card report usage, and receipt/invoices purchased on p-card and reconcile monthly.
• ADMINISTRATIVE DUTIES: Initiate, authorize and/or reviews actions needed to accomplish a wide range of administrative actions (equipment acquisitions, travel authorizations (both national and international) by assessing needs, contacting appropriate personnel, completing forms and reports, all according to AU policy and procedures.
• MONTHLY BUDGET RECONCILIATIONS: Manage monthly budget reconciliations for Oral Biology. Prepare budget amendments, certificates of transfer, reconcile books with computer statements, prepare financial reports, and ensure that appropriate personnel are aware of budget status. Make certain that budget deadlines are recognized and respected.
• OTHER DUTIES: Perform other job 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

Five years of experience in an academic setting. Previous experience in NIH grants/contracts.

Knowledge, Skills, & Abilities

KNOWLEDGE

• Proficient in Microsoft Office and other computer software/databases
• Knowledge of AU policies and procedures
• Knowledge of the NIH grant construction policy and procedures and budget justification

SKILLS

• Effective typing skills
• Effective communication skills (oral and written), attention to detail, networking skills
• Excellent customer service skills and report preparation.
• Word processing, computer data entry, and scanning skills

ABILITIES

• Ability to maintain confidentiality
• Ability to communicate with and persuade a wide variety of people in person or by telephone.
• Experience in the creation and maintenance of cross-indexed logs for all incoming and outgoing correspondence

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: B3

Salary: Minimum $16.54/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

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.

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.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.