Office Specialist

  • Augusta University
  • Augusta, GA, USA
  • Dec 06, 2022
Full time Other Administrative Positions

Job Description


Office Specialist

Augusta University

Job ID: 250816
Location: Augusta University
Full/Part Time: Full-Time
Regular/Temporary: Regular

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 9,000 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.

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
Provide support to the Director and the Associate Dean for Students, Admissions and Alumni by interacting with associates, alumni and students on various issues related to student admission to the College of Dental Medicine. Management of calendars for advisement appointments via phone and virtual. Provide support through management of student admission applications, verification of applicant data, compilation, summarization and generation of reports/correspondence from a variety of sources for internal and external use. Also photo management, assist in making recruitment presentations, and light travel. Coordinate and conduct DCG tours related to student admissions.Serve as the data expert liaison for alumni and student databases and assist in special projects. Requires exercise of judgment in information dissemination.

The duties include, but are not limited to:
Associated American Dental Schools Application Service (AADSAS) liaison for DCG; Monitor AADSAS database to manage incoming DCG applications for review and processing; Document DAT scores, reference letters, irregularities, professional relations, initial gatekeeper for determine, through analysis of data which applicants go forward in process for acceptance consideration; Manage Box account; Administer Office of Students, Admissions and Alumni Services (OSAAS) mail and central email account, responding to or redirecting messages as appropriate; Answer incoming phone inquiries to provide basic information related to the student admission's process for DCG; Interact with business associates, alumni and students on various issues related to student admission to the College of Dental Medicine on behalf of the Associate Dean and Director of Admissions; Receive and post career opportunities to Dental professionals' website; Review submissions for accuracy, clarity and legitimacy prior to posting; Monitor website for timeliness and maintain through additions and purging; Assist with yearly contract renewals with offsite dental clinics for student rotations; Coordinate visits and tours for prospective students and/or related to student admissions; Develop and renew contract with a background screening company to administer for annual admissions cycles in order to stay within University guidelines; Provide backup to Administrative Assistant to the Associate Dean which includes: sending out excused absences for students, calendar management, making room reservations, proofing documents, ordering lunches, keeping office common area neat and tidy and distributing material to students; Assist with graduation invitations and correspondence; Retrieve, sort and distribute incoming departmental mail; Process accepted applicants background checks; Coordinate background check process through "Certifi"; Order lab coats for incoming students; Point of contact for Georgia resident rejection applicants to determine what follow-up is needed: appointment, phone call and/or tour; Management of student admission applications; Verify applicant data, compilation, summarization and creation of reports/correspondences from a variety of sources for internal and external use; Prepare applicant files for admissions committee and send out supplemental application to qualified applicants; Sort, file and track all applicant folders and add Banner information; Participate in planning/implementation of projects such as ADEA Virtual Fair, Majorfest, applicant interviews, student programs, foreign exchange student program and other events; Assist with creation, preparation and submission of extramural; Manage and maintain department website and webpages; Perform all other related duties/tasks as assigned.

Required Qualifications

Associate's degree from an accredited college or university and one year of experience.
High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of four years' progressively responsible office support experience.

Preferred Qualifications
Bachelor's degree from an accredited college or university; Experience interacting with students; grant research experience; Box computer experience.

Knowledge, Skills, & Abilities
Ability to maintain confidentiality
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: Days/M-F

Pay Grade: 9

Salary: $15.00/hour

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 10/18/22 - 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.

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 everyday 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!
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, please visit:

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