Office Specialist – Augusta University – Augusta, GA

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. The duties include, but are not limited to:

General Office Duties
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

Files & Records
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

Resident Events

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

Administrative Support
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 1 as needed; Complete tasks timely and accurately as assigned by the program director and the supervisor; Prioritize tasks to guarantee deadlines are met

Residency Program
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

Academic
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

Supplies & Purchasing
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

Other Duties

Perform all other related duties/tasks as assigned.