Office Specialist

Office Specialist

Job ID: 292715
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 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 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 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

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at .

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

Under general supervision, perform tasks to aid in the on-going flow of external and internal lab cases. Work independently to research and resolve flow control issues and respond to client requests. Responsible for ensuring lab cases are accurately recorded in patient history for charges and payments. Responsible for reconciling invoices for external laboratories and inventory of implant parts and precious metal for the Dental College of GA.

Also responsible for assisting students, faculty, and residents with supplies and instruments for all patient care activities and/or pre-clinical activities. Responsible and accountable for electronic inventory control of supplies, equipment, and dental instruments. Responsible for the upkeep and ordering of supplies needed for clinics and to maintain the integrity of the supply inventory system. Responsible for maintaining supplies for all clinics, dispensaries, and clinical labs.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE DUTIES: Process the daily flow of dental lab cases (both internal and external) for the Dental College of Georgia. Ensure all cases are logged into the database and monitor for timely processing and patient account payment. Maintain inventory of all stocked items for the DCG, ordering through People Soft, Mckesson, Healthy Shop, in order to maintain required supply of stocked and non-stocked orders. Maintain and monitor accurate inventory of all commonly used supply items utilized in the DCG. Record all orders placed in the AxiUm inventory system module. Replenish stock as needed and plan for future requirements based on orders to ensure that sufficient quantities are on hand to meet the demands of the school. Track all supply orders from start to finish to ensure timely delivery and payments.

SCHEDULING AND PURCHASING: Responsible for scheduling and monitoring pickup and delivery of cases by external labs. Reconcile lab invoices and ensure that paperwork is processed for payment. Ensure lab invoices are accurate and in line with current contractual fees. Coordinate with labs for discrepancies in charges and problems with pickups and deliveries.

Work with purchasing, warehouse, and vendors to track completion and to resolve problems and discrepancies concerning orders and deliveries for the DCG.

a. Inspect packages delivered by receiving and warehouse.

b. Check the accuracy of packages delivered by comparing the contents to the receiving report and requisition.

c. Contact the warehouse or vendor if there are any discrepancies and notify supervisor or manager.

d. Follow up on all requisitions placed ensuring conversion to PO happens in a timely manner as well as delivery and payment.

PATIENT ACCOUNTS AND REGISTRATION: Responsible for implanting parts and bone material for the college. Verify treatment and charges are entered on patient accounts and monitor adherence to Implant and other relevant policies for college. Maintain implants, bone, and membrane levels. Fill provider Implant Requisition orders. Ensure that failed implant returns are processed in a timely manner. Place orders for parts and material through PeopleSoft as needed. Responsible for electronic inventory control of all items ordered through central supply. Clerical duties to include data entry, answering phone calls, record keeping and running reports.

INVENTORY: Maintain inventory of Bleaching Kits and ensure that they are dispensed to providers in accordance to the protocol for the college. Assist with the maintenance of the chemical database for Central Supply. Ensure all expired materials are properly documented and disposed of.

STOCKING AND DISTRIBUTION: Responsible for maintaining precious metal inventory for the college. Issue metal to the internal lab or providers as requested. Receive and document new inventory.

Receives, stocks, and distributes supply items for all areas in the DCG. Ensures all products are stocked in a 'first in, first out' method. Keep both central supply and the loading dock in a clean and neat order.

OTHER RELATED DUTIES: Perform other job-related duties as assigned by Management.

Required Qualifications

Associate's 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's degree from an accredited college or university. Certified dental technician, dental assistant, experience in a dental lab, or previous inventory control experience; Knowledge of AxiUm software

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases

Understanding of dental terminology and lab processes

Initiative to determine what needs to be done and handle it

Maintain strict confidentiality

SKILLS

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

Excellent customer service skills and report preparation.

ABILITIES

Ability to maintain confidentiality

Ability to learn PeopleSoft and other software as needed

Ability to multitask and prioritize

Ability to manage time and be self-motivated with the ability to work independently

Ability to interact effectively with a wide-range population

Ability to work well under pressure and meet deadlines.

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

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!

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