Office Specialist

Job description

Job Title: Office Specialist
Location: Augusta University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 224080

Required Qualifications Associates degree from an accredited college or university and one year of experience.
High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of four years, progressively responsible office support experience.Knowledge, Skills, & Abilities
  • Ability to maintain confidentiality
  • Must be self-motivated, resourceful, and possess initiative
  • Excellent interpersonal, written and verbal communication skills
  • Proficient in Microsoft Office and other computer software/databases
  • Detail-oriented with strong organizational, prioritization and multi-tasking skills
  • Ability to work independently and exercise sound judgment in the delivery of responsibilities ensuring accuracy and efficiency
Preferred Qualifications
  • A minimum of three years of experience in a medical or academic office.
Responsibilities This Office Specialist position works under the direct supervision of the Nephrology Division Chief, Medical Director of Transplant Nephrology and the Nephrology Business Manager. The position is responsible for providing administrative support to Nephrology Transplant physicians and APPs. The responsibilities include, but are not limited to:
  • Create, update & maintain physician rotation schedule for Transplant Rotation with all departments; Create and maintain physician call schedule (with input from physicians); Schedule Living Donor Evals/Pre-Ops on physician calendars with guidance from support staff; Schedule teaching opportunities on campus (University staff to assist); Schedule outreach appointments to meet with area Nephrologists along with the outreach team; Schedule & coordinate satellite clinics with satellite clinic support staff; Schedule & coordinate visits of pharmaceutical representatives, GTF, Research proposals; post same to physicians calendars
  • Maintain personal calendar for each assigned physician; Answer, transfer calls & take phone as appropriate; Respond to emails for physicians as appropriate; Coordinate Admissions Committee, Transplant Executive Committee, Infectious Control Subcommittee, Living Donor evaluation slots in physicians calendars; Distribute clinic notes to referring physicians by fax, eFax, or mail; Assist with correspondence as necessary; Take dictation and proof documents as necessary
  • Open, sort (by categories) & distribute mail each day to physicians / support staff (personal & academic) (post coordinators-prescriptions, post data coordinator-laboratories, pre-transplant studies to pre-transplant coordinators; Acquire /maintain supplies through the Nephrology Division; Maintain credentialing documents for physicians; to include licenses, DEAs; Maintain non-clinical files and materials; Maintain proxy status for Health System & University on behalf of physicians; As time away (annual leave, sick leave, travel) plans becomes known, submit requests for approval & maintain appropriate records for physicians; Create agendas and take meeting minutes i.e.: Operations Group, Physicians meetings, Difficulty Case Conference, HLA meetings, Quality meetings; Organize & maintain Transplant Conference Master Schedule with clinic manager; Maintain physician data in PACT to include annual performance reviews; Assist patients with non-clinical needs; Maintain daily location information board for physicians, APPs & pharmacist; Maintain incoming and outgoing faxes (retain records for 1 year); Assist with documentation/policy preparation for physicians
  • Coordinate continuing education speakers as directed, i.e.: LifeLink, Coram, Allosure; Assist physicians in registering / attending seminars, webinars & CME events; Assist creating & maintaining presentations, power points, charts & graphs
  • Assist physicians with all aspects of travel to include: travel (air or auto mileage), lodging, registrations, preparing travel authorizations prior to the travel and travel expense statements upon return; ensure physicians obtain all original receipts and proof of payment of expenses
  • Perform all other related duties/tasks as assigned.
Shift/Salary Shift: Days/M-F Pay Grade: 9 Salary: $13.01/hr - $15.62/hr Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position Recruitment Period: 2/17/20 - Until FilledConditions of Employment All candidates are required to successfully pass a Background Check review prior to starting with Augusta University.Equal Employment Opportunity Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.Other Information This position is also responsible for promoting a customer friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner everyday with patients and families for success." Augusta University is a tobacco free environment and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.




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Job No:
Posted: 2/18/2021
Application Due: 5/19/2021
Work Type: Full Time