"Office Specialist"

Job Summary

Support and assist the department program director with daily tasks such as scheduling, data entry, formatting, editing, grading, and posting of any course related materials. Provide customer service to patients, faculty, and students on a daily basis. Maintain proficient user status with Exam Soft and D2L. Assigned direct admin AEGD program.

Responsibilities

The duties include, but are not limited to:

DAILY OPERATIONS:Oversee the day-to-day operations of the Advanced Education In General Dentistry Residency Program. Organize the activities of the program to ensure completed work meets required time frames 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 tract leave of residents.

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/reports, manuals, preparing teaching material, making travel or meeting arrangements and travel expense reimbursements for faculty and residents

ACADEMIC DUTIES:Generate the semester program schedules using the General Dentistry approved schedule template. Enter and maintain postgraduate academic grades, registrations and curriculum Inventory In Banner. Manage departmental files and academic records for the residency program. Prepare reports for CODA, ADA Survey and Annual Report. Track and maintain Advanced Education In General Dentistry Residency Program funds, process check requests, IDRs, and reconcile accounts.

REQUESTS & RECORDS:Responsible for data entry/scanning/storage of logs, manuals, and records. Have extensive knowledge of Axium to maintain records, perform audits and run reports.

SPREADSHEETS & REPORTS:Creates spreadsheets, including formulas to organize, display and summarize data. Prepare spreadsheets reports for department management, college administration and other divisions of the University as requested or required. Specifically, production data reports on the residents.

SESSIONS:Coordinate and schedule vendors and speakers for residents for "Lunch and Learn" training sessions, assist with setup of catering and use of seminar room and audiovisual equipment. Perform any other administrative tasks as requested or assigned by the Program Director.

FINANCIAL AND BUDGET DUTIES:Critical analysis and tracking of All financial and budgetary information including monitoring expenses, purchases, oversight of data entry, monthly reconciliation of expenses. Acts Independently and in concert with the Chair to ensure fiscal soundness of the department in alignment with the department and DCG budget plans. Coordinate expenses from department accounts as approved by the Chair. Manage department research and travel funds, including oversight, management and completion of the documentation. 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 DUTIES: Perform other duties as assigned.

Required Qualifications

Associate's 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

Preferred Experience
Experience in a dental office or practice
Experience with Axium software
Experience with Banner Software
Advanced formal education beyond Associate's degree from an accredited college or university in business or accounting

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficiency in Microsoft Office and other computer software and databases

SKILLS
Excellent organizational skills
Strong written and verbal communication skills
Excellent customer service and time management skills

ABILITIES
Ability to maintain confidentiality
Ability to learn PeopleSoft
Ability to multitask and work independently

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.