Office Specialist
Job Description
Office Specialist
Job ID: 273442
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:
*
About Us
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 10,500 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. Our mission and values make Augusta University an institution like no other.
The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.
Location
Augusta University
Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912
Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904
College/Department Information
The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.
Job Summary
The Office Specialist will provide administrative support for multiple projects for the Department of OB/GYN and serve as the primary contact person/front office receptionist for the department. This key position also serves as back-up to the Administrative Assistant I in his/her absence by assisting the Chair of the Department, assists with payment of the departmental RA's and other invoicing, and L&D census data reporting.
Responsibilities
The responsibilities include, but are not limited to:
Front Desk Administrative Duties
Acting as first point of contact for the Department of OB/GYN. Greet visitors, answer telephone, ad provide correct responses to general questions about the offices or department's operations and policies, directing customers to the appropriate resource when questions exceed knowledge base. Maintain group and individual faculty calendars; coordinate requested meetings.
Assistant to the Department Administrator
- Screen calls and taking proper message; delivering in a timely fashion via email.
- Schedule meetings and/or telephone conferences.
- Collecting and reviewing pcard documentation for accuracy for month end processing.
- Distributing delinquent reports to proper physicians.
- Pull statistical date for reports and input into spreadsheets or PowerPoint presentations.
- May maintain a supervisor's calendar, schedule meetings, make travel arrangements, and other forms incidental to this responsibilities.
Aministratively assist Residency and Student Coordinators throughout the year with various projects. Assist other administrative staff with coordination of special projects.
- Route Observership documentation for approval.
- Prepare welcome packets.
- Prepare schedules for orientation.
- Serve as back-up to the Administrative Assistant I with processing RA's and travel requests.
P-Card Holder/Health eShop Purchaser
- Manages purchase card activities for the department to include:
- Order and verify receipt of all supplies for the Department of OB/GYN.
- Monitor and reconcile monthly P-Card account statements.
- Adhere to all AU guidelines for P-Card Program compliance.
Other Duties
Perform all other duties pertinent to the department mission as assigned to include: Ensure sheets are available for the on-call rooms (provides Environmental Services with them, when needed and makes sure they are picked up and cleaned weekly).
Required Qualifications
Educational Requirements
Associate's degree from an accredited college or university in a related field may be substituted for experience
OR
High School Diploma, GED, or equivalent from a recognized State or Federal accredited organization with a minimum of three years of progressively responsible office support experience.
Preferred Qualifications
Preferred Experience
Previous relevant work experience in a hospital/medical office setting.
Knowledge, Skills, & Abilities
ABILITIES
Ability to maintain confidentiality and exercise sound judgment
Excellent interpersonal, written and verbal communication skills
Proficient in Microsoft Office and other computer software/databases
Detail-oriented with strong organizational, prioritization and multi-tasking skills
Shift/Salary/Benefits
Shift: Days/M-F
Pay Band: 3
Salary: $15.00/hour - $19.86/hour
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 7/3/24 - Until Filled
Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.
Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!
Conditions of Employment
All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.
Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.
For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.
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 their employment and beyond.
Credit Check
This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment
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 every day 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.
Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.
How To Apply
Consider applying with us today!
https://www.augusta.edu/hr/jobs/
Select University Faculty & Staff > External Applicants if you are a candidate from outside the university
Select University Faculty & Staff > Internal Applicants if you are a current university employee
If you need further assistance, please contact us at 706-721-9365
To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=273442&PostingSeq=1