Office Specialist

Job Title: Office Specialist

Location: Augusta University

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 294100

Support and assist the department program director with daily tasks such as scheduling, data entry, formatting, editing, grading, and posting of any course related materials. Provide customer service to patients, faculty, and students on a daily basis. Maintain proficient user status with Exam Soft and D2L. Assigned direct admin AEGD program.

Daily Operations: Oversee the day-to-day operations of the Advanced Education In General Dentistry Residency Program. Organize the activities of the program to ensure completed work meets required time frames and standards of quality and quantity. Ensure that time keeping, and faculty and residents are doing effort reporting in the respective campus systems, as well as tract leave of residents.

Schedule: 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.

Academic Duties: Generate the semester program schedules using the General Dentistry approved schedule template. 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 Advanced Education In General Dentistry Residency Program funds, process check requests, IDRs, and reconcile accounts.

Requests & Records: Responsible for data entry/scanning/storage of logs, manuals, and records. Have extensive knowledge of Axium to maintain records, perform audits and run reports.

Spreadsheets & Reports: Creates spreadsheets, including formulas to organize, display and summarize data. Prepare spreadsheets reports for department management, college administration and other divisions of the University as requested or required. Specifically, production data reports on the residents.

Sessions: Coordinate and schedule vendors and speakers for residents for "Lunch and Learn" training sessions, assist with setup of catering and use of seminar room and audiovisual equipment. Perform any other administrative tasks as requested or assigned by the Program Director.

Financial and Budget Duties: Critical analysis and tracking of all financial and budgetary information including monitoring expenses, purchases, oversight of data entry, monthly reconciliation of expenses. Acts independently and in concert with the Chair to ensure fiscal soundness of the department in alignment with the department and DCG budget plans. 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 Duties: Perform other duties as assigned.

• Associate's degree from an accredited college or university in a related field.
• High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.

• Experience in a dental office or practice.
• Experience with Axium software.
• Experience with Banner Software.
• Advanced formal education beyond.
• Associate's degree from an accredited college or university in business or accounting.

• Proficiency in Microsoft Office and other computer software and databases.
• Excellent organizational skills.
• Strong written and verbal communication skills.
• Excellent customer service and time…