Office Specialist

Administrative Office Specialist

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. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences.

Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.

Ensure administrative support for the Department of Family Medicine with some latitude for exercising judgment and discretion. Provide technical guidance and direction, distribute workload as necessary, and coordinate special projects and functions. Provide all aspects of administrative support to the manager, faculty members, residents and students. Other areas include, but are not limited to, p-card logs (if applicable), database/record maintenance, travel arrangements, Excel reports and PowerPoint presentations.

Assistance may also be given in the area of classroom preparation and administrative support.

The responsibilities include, but are not limited to:
Administrative Duties Perform responsible administrative duties as follows:
Greet visitors, students and patients. Compose memos and general letters. Maintain and update faculty CVs. Prepare reports, gather and compile information, perform calculations, and assist in the development of narrative information or graphic displays. Assist faculty in researching articles. Assist in the preparation of PowerPoint presentations for faculty, residents, and administrative staff. Arrange and process travel for faculty, residents, and administrative staff along with the seminar registration and reservations for hotel facilities and airlines.

Includes preparation and routing of Travel Request and Travel Expense Statement forms. Maintain calendars for all assigned personnel, coordinate all aspects of meetings, serve as point of contact with outside agencies/societies. Submit and validate faculty members' schedules via the Family Medicine scheduling database. Process faculty members' license renewals, re-certifications, membership dues and subscriptions. Prepare faculty's manuscripts for publication. Assist with leave requests for faculty.

Maintain CME hour reporting system for assigned faculty members. Correspondence Maintain incoming correspondence and reports; check and compare with previous communication, bring to the attention of supervisor significant items, changes, errors, or omissions; prepare response for approval or signature of supervisor; determine priority of incoming material and route to appropriate personnel. Sectional Duties Duties associated with specific section to which Office Specialist has been assigned in Family Medicine (Student, Resident, or Business/Administrative).

Business Section:
Perform preliminary review of travel for faculty and staff. After final signature, make copies to distribute of approved travel authorizations and for file. Perform preliminary review of travel reimbursement paperwork. After approved, make copies for file. Type check requests as needed for the Business Office. Back-up for Scheduling Coordinator. Other miscellaneous duties as required for the Business Office. Resident Section:
Noon Conference Coordinator (schedule lectures and lunches) Schedule and manage the REC schedule for the residents on a weekly basis One
45 input conferences for the residents for required attendance Schedule ALSO Course for interns and Eisenhower residents Set-up Orientation Schedule for new interns coming in in July (schedule conferences and speakers) and all other facets of this schedule for a month of required activities. Student Section:
Proctor student exams. Schedule clinical rotation schedules. Review and release student grades for transcripts. Facilitate student workshops. Patient Management Assist with patient management. Inform physicians and/or residents of outstanding medical records compliance issues. Miscellaneous Other miscellaneous duties as assigned by faculty and/or supervisor. Perform budget reconciliation Perform budget reconciliation, procurement, facilities management, and operational activities. Order and maintain…