Office Specialist

Office Specialist

Job ID: 298658
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

The Office Specialist performs specialized administrative and technical work within the administrative and operational support of the Dental College of Georgia. This individual must have administrative experience in the areas of budget, personnel and office management as well as experience preparing publications and NIH grant applications and also implement AU non-administrative policies and procedures.

Responsibilities

The duties include, but are not limited to:

MONTHLY BUDGET RECONCILIATION:

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  Manage monthly budget reconciliations
  
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  Prepare budget amendments and certificates of transfer
  
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  Reconcile books with computer statements, prepare financial reports, and ensure that appropriate personnel are aware of budget status.
  
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  Ensure that budget deadlines are recognized and respected
  

ACADEMIC DUTIES:

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  Prepare and organize class schedules, handouts, exams, and keep a log of student grades
  
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  Create and organize classes in D2L and ExamSoft
  

INFORMATION SYSTEMS & INVENTORY:

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  Develop and monitor information systems (i.e. fax, computer files, grant filed, Human or Animal Assurance files, paper trail support for People Soft, etc.).
  
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  Process all orders for department and keep inventory equipment.
  
  
  

GRANTS:

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  Preparation of grants: These are highly specialized technical documents that require a great attention to detail, use of desktop publishing techniques, budget for costs, supporting documentation, etc.
  

APPLICATIONS:

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  Work with IPSO on applications for visas for foreign student interns, research scholars, and changes in visa status, etc.
  
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  Be extremely familiar with all rules and regulation requirements regarding visa applications.
  

OTHER: Perform other duties as assigned.

Required Qualifications

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.

OR

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

Preferred Qualifications

College degree or equivalent from an accredited college or university or equivalent work experience.

Preferred Experience

Previous experience in NIH grants/contract construction; Accounting experience; Experience in the creation and maintenance of cross-indexed logs for all incoming and outgoing correspondence; Formal business training.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases or willingness to learn

Knowledge of AU policy and procedures, business and office procedures

Knowledge of policy and procedures of NIH grant construction and budget justifications

Knowledge of word processing, computer data entry, scanning

SKILLS

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

ABILITIES

Ability to maintain confidentiality

Ability to multitask

Detailed-oriented and proofreading accuracy

Ability to interact effectively with a wide-range population

Ability to work independently or as a team member and make sound decisions

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.

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!

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=298658&PostingSeq=1







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