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Office Associate

Employer
Augusta University
Location
Augusta University

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Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Office Associate
Location: Augusta University
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 242158
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Job Summary The incumbent of this position will provide administrative assistance to the department Chairman, Administrative Assistant I., dept. faculty, course directors, and Team leaders in the daily activities of the department. Assist with specialty clinic attendance rosters for AM & PM sessions for 92+ students, and work in axiUm with clinic maps and student appointments. Assist with the Comp Care course completed competency grades and dates in D2L, and with the business course(s) grades and attendance rosters. Help manage student forms in Box, assist with new class orientation, and with the setup of Box folders for each new class of students. Help coordinate parking for lecture speakers, order lunches when applicable and submit invoice for payment. Assist in annual student awards by contacting sponsors for participation and creating certificates when needed. Answer main line, schedule meetings, check daily the General Dentistry fax and voicemail inbox, deliver and retrieve mail from the DCG mailroom and distribute. Ability to maintain confidentiality, problem solve, detail oriented, organized, and able to work with minimal supervision. Serve as back-up to the full-time Office Associate, and Administrative Asstant. I, and all other duties as assigned.Responsibilities The duties include, but are not limited to:
  • Provide administrative assistance to the department Chairman, Administrative Assistant, full-time Office Associate, department faculty, course directors and team leaders in the daily activities of the department. Answer main line, forward calls and/or take messages or act appropriately, according to the information received: Provide information to callers regarding department responsibilities, DCG policies, and faculty locations; Check the General Dentistry Outlook fax and voicemail inbox daily; Take departmental out-going mail to the DCG mailroom, and retrieve departmental mail and put in the faculty departmental mailboxes. Provide any other assistance as required or requested.
  • Assist with specialty clinic attendance rosters for AM and PM sessions for 92+ students; Help manage course excel spreadsheets in Box; Prepare daily clinic maps in axiUm by placing senior students in appropriate clinic chair for planned procedure(s) with the appropriate faculty coverage, and post the maps in the clinic for faculty and student access/reference; Help manage student folders in Box for current class; Assist the course Directors with 8 business classes, 1 business class for Residents, and 1 licensure class with rosters, grades, attendance, quizzes, student assignments, and course management in D2L; Arrange parking for lecture speakers, and order lunch and submit invoice to the Admin. Asst. for payment; Ability to problem solve, and work with minimal supervision. Ability to maintain confidentiality; Assist students with daily activities.
  • Assist with annual senior student awards by contacting sponsors regarding participation, collect their stated awards (certificates, materials, monetary gifts, etc.) in a timely manner to have presented to the recipient on senior awards day, and create certificates when needed; Help coordinate new class orientation; Assist with preparing Box folders for each new class, and help manage student folders during each semester.
  • Serve as back-up to the full-time Office Associate, Administrative Assistant, and all other duties as assigned.
Required Qualifications High School Diploma, GED or equivalent from a recognized State or Federal accrediting organization
A minimum of one year of office support experienceKnowledge, Skills, & Abilities
  • Organizational skills, effective communication (both written and oral), computer skills (Microsoft Office) and telephone etiquette.
  • Ability to learn axiUm, D2L and other software as needed; ability to multi-task.
  • Attention to detail, knowledge of office etiquette; excellent customer service skills and working knowledge of correct English grammar.
  • Ability to perform well under pressure, meet deadlines, maintain confidentiality and proof read various documents.
  • Self-motivated with the ability to work independently; initiative to determine what needs to be completed and handle it; professional demeanor and dress.
Shift/Salary/Benefits Shift: Days/M-F Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the positionRecruitment Period: 4/18/2022 - Until FilledRepost: 6/23/2022Conditions 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.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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