Office Specialist

Augusta University
Augusta University

View more

Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Office Specialist
Location: Augusta University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 240398

Required Qualifications Associate's 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
  • Excellent interpersonal, written and verbal communication skills
  • Ability to maintain confidentiality and adhere to all HIPPA protocols
  • Proficient in Microsoft Office and other computer software databases
  • Knowledge in dental office practice principles and dental terminology
  • Strong problem solving, analytical, organizational, accuracy and prioritization skills
  • Detail-oriented and dependable with the ability to work independently with minimal supervision, multi-task and meet important deadlines
Preferred Qualifications Associate's or Bachelor's Degree in Secretarial Science or Business Administration from an accredited college or university supplemented with five to six years' administrative experience allowing progressive responsibilities in a medical/dental setting. Experience should include working with multi-providers in an educational setting.Responsibilities The incumbent of this position under minimal supervision, work consists of performing responsible, department specific office and clerical duties of a routine and moderately complex nature requiring independent research, exercise of judgment and detailed knowledge of department and/or institutional procedures related to the work performed. Work may include maintaining department database bases, records and files, collecting and interpreting data for inclusion in reports, and assisting in monitoring department budgets. May serve in a lead role to Office Associates and Office Assistants. The duties include, but are not limited to:
  • Watch over the day-to-day practices of the Periodontics residency program to ensure the program operates efficiently each day; Organize the activities of the program to confirm completed work meets required time lines and standards of quality; Track leave time and verify leave availability of residents; Review time net and effort as needed/required for the residents; Answer the phone/e-mail promptly to assist the needs of the department; Communicate with patients, applicants, faculty and vendors as needed
  • Responsible for data entry/scanning/storage of logs, manuals and records for residency program to maintain integrity of files for accuracy and completion; Retain extensive knowledge of Axium for patient records, chart audits and backup to scheduling as needed for the program; Keep evaluations of students and faculty for reference as needed
  • Organize resident events from the beginning to the end of each program term from start to finish of event; Events include prospective resident interviews, new resident orientation, resident graduation, holiday parties, table clinic day, symposiums, lunch and learns, etc.; Pay all invoices for costs associated with events in a timely manner with correct account and maintain records of costs
  • Keep program director informed of all activities and events of the program to include important DCG deadlines; Include him/her in correspondences and communications as needed; Assist program director with all administrative needs; Back up the Administrative Assistant 2 as needed; Complete tasks timely and accurately as assigned by the program director and the supervisor; Prioritize tasks to guarantee deadlines are met
  • Manage Periodontic referrals to residency program to fit the needs of the patients and academic requirements of the residents; Create individual resident schedules to clearly outlines where the resident should be at all times to include: patient care, on-call schedule, seminars, classroom, VA, vacation, CE, rotations, testing and evaluations; schedule visitors and vendors as appropriate to include guests and speakers
  • Enter academic grades for residency program in the Banner system; Coordinate semester program schedules for the residents; Maintain department files and academic records for the residency program; Create reports for DCG, CODA, ADA and any other report/record requests to include surveys
  • Purchase supplies as needed for residency program; Reconcile residency program accounts against expenditures to include supplies and travel on a monthly basis to submit to the Operations department; Collect travel documents from residents and submit accordingly on a timely basis to reimburse the resident travel costs
  • Perform all other related duties/tasks as assigned

Shift/Salary Shift: Days/M-F Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the positionRecruitment Period: 3/2/2022 - Until FilledReposted: 4/10/2022Conditions of Employment All candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
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 the course of their employment and beyond.Equal Employment Opportunity Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.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.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.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert