Job Details

Office Specialist

Position Number: 6912001
Location: Augusta, GA
Position Type: Other Administrative Positions

Office Specialist

Job ID: 294528
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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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 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. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.

Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office 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 Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.

Job Summary

To provide administrative and office support to faculty, staff and students. Performs specialized administrative and technical work within the administrative and operational support of the Dental College of Georgia. Experience in the areas of budget, personnel and general office management as well as experience preparing publications and NIH grant applications. This individual must have excellent clerical and verbal communications skills, in addition to independent decision-making abilities. This individual must also have strong organizational skills and the ability to maintain confidentiality.

Responsibilities

The duties include, but are not limited to:

LIAISON BETWEEN FACULTY AND STUDENTS: Prepare and organize class schedules, handouts, power point presentations, exams and keeps log of student grades, create and organize classes in D2L. Serve as liaison between departmental faculty and students regarding all course materials.

IPSO: Work with IPSO on visa applications for visiting scholars and the Volunteer office for laboratory volunteers.

NIH GRANTS: Supervise the production of NIH grants. These are highly specialized, technical documents that require great attention to detail, use of desk-top publishing techniques, budget for costs supporting documentation, etc.

ORDERS AND INVENTORY: Develop and monitor information systems (fax, computer files, grant files, Human or Animal Assurance files, paper trail support for OneUSG, etc.). Process all ordering for department and keep equipment inventory. Maintain p-card report usage, and receipt/invoices purchased on p-card and reconcile monthly.

ADMINISTRATIVE DUTIES: Initiate, authorize and/or reviews actions needed to accomplish a wide range of administrative actions (equipment acquisitions, travel authorizations (both national and international) by assessing needs, contacting appropriate personnel, completing forms and reports, all according to AU policy and procedures.

MONTHLY BUDGET RECONCILIATIONS: Manage monthly budget reconciliations for Oral Biology. Prepare budget amendments, certificates of transfer, reconcile books with computer statements, prepare financial reports, and ensure that appropriate personnel are aware of budget status. Make certain that budget deadlines are recognized and respected.

OTHER DUTIES: Perform other job duties as assigned.

Required Qualifications

Associate degree from an accredited college or university in a related field.

OR

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization with a minimum of three yeas of progressively responsible office support experience.

Preferred Qualifications

Bachelor degree from an accredited college or university in related field

Business related training and/or a minimum of five years of experience in an academic department

Previous experience in NIH grants/contract construction

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases

Knowledge of AU policies and procedures

Knowledge of the NIH grant construction policy and procedures and budget justification

SKILLS

Effective typing skills

Effective communication skills (oral and written), attention to detail, networking skills

Excellent customer service skills and report preparation.

Word processing, computer data entry, and scanning skills

ABILITIES

Ability to maintain confidentiality

Ability to communicate with and persuade a wide variety of people in person or by telephone.

Experience in the creation and maintenance of cross-indexed logs for all incoming and outgoing correspondence

Shift/Salary/Benefits

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.

How To Apply

Consider applying with us today!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

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=294528&PostingSeq=1