Office Specialist

Job Title

Critical Course Support for the Department of Restorative Sciences

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state.

Augusta University
- Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912 Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

This position is critical course support for the Department of Restorative Sciences. Close interaction with faculty, admin, and students occurs daily to support a quality learning environment. The position is responsible for the development, organization, and maintenance of course documentation, assessments, and schedules, under the guidance of department faculty.

The duties include, but are not limited to:

• DAY TO DAY OPERATIONS:
  Oversees the day-to-day operations of the PROS Residency Program. Organize and oversee the activities of the program to ensure completed work meets required timelines and standards of quality and quantity.
• PROGRAM TASKS:
  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. Facilities meeting deadlines as required.
• DATA ENTRY:
  Generate the semester program schedules. 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 Pros Program funds, process check requests, and IDRs, and reconcile accounts. Pay registrations, dues, and other items.
• REQUESTS AND PROGRAM TRACKING:
  Track the ongoing activities of the program and maintain accurate records of resident's training, certification, conference attendance, and resident evaluation and review. Assist in the ongoing review for PROS's upcoming accreditation including the organization of exhibits and appendices, organization of self-study, and maintaining schedule to ensure deadlines are met.
• CLINICAL REFERRALS:
  Manage clinical referrals for the PROS program, duties include but are not limited to retrieval of faxes, creating accounts for patients, assisting with screening appointments with faculty members to help determine acceptance to the program and assignments of residents, establishing/maintaining communication and customer service to patients, their families and referring doctors.
• RECORDS MAINTENANCE:
  Responsible for data entry/scanning/storage of logs, manuals, and records. Have an extensive knowledge of Axium to maintain patient records, perform chart audits, and serve as a backup for scheduling as needed. Creates spreadsheets, including formulas to organize, display, and summarize data. Prepare special reports for department management, college administration, and other divisions of the University as requested or required. Specifically, production data reports on the residents.
• VENDOR AND OTHER DUTIES:
  Coordinate and schedule vendors and speakers for residents for "Lunch and Learn" training sessions, assist with the setting up of catering, and use seminar room and audiovisual equipment.
• FINANCIALS:
  Critical analysis and tracking of all financial and budgetary information including monitoring expenses, purchases, oversight of data entry, and monthly reconciliation of expenses. Act independently and in concert with the Chair, to ensure fiscal soundness of the department in alignment with the department and DCG budget policy. 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 People Soft financial reports. Process reimbursements. Perform monthly account reconciliations on all accounts.
• OTHER:
  Perform other duties as assigned.

Associate degree from an accredited college or university in a related field. OR High school diploma,…