Office Associate

Clayton State University; Georgia; On-site; USD 38,000 - 48,000; Full time

Job summary

Augusta University’s Dental College of Georgia seeks an Administrative Assistant to support department faculty and staff in daily operations. The role involves answering the main line, handling mail, coordinating orientation and Box folders, and assisting with Grand Rounds and schedules.

The position requires a high school diploma or equivalent, with at least one year of office support experience. Familiarity with axiUm, D2L, and Box is preferred.

Qualifications

• High school diploma or GED or equivalent and minimum one year of office support experience.
• Preferred: experience with axiUm, D2L, and Box.
• Proficient in Microsoft Office and related software.

Responsibilities

• Provide administrative assistance to the department faculty and staff in daily activities.
• Answer the department's main line, forward calls or take messages; manage mail and notate information.
• Coordinate class orientation, new class folders in Box, and clinic maps; assist with faculty schedule.
• Assist in awards processes, sign petitions, and take meeting minutes.
• Maintain confidentiality and support with minimal supervision.

Skills

MS Office

Attention to detail

Communication

Education

High school diploma or equivalent

Tools

axiUm

D2L

Box

Job description

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 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 administrative assistance to the department faculty, Admin. Assistant, course directors and part-time Office Associate in the daily activities of the department. Assist with axiUm by coordinating daily senior clinic maps and student appointments and helping with student requests and assist with building faculty schedule as needed. Assist with Comp Care completed competency grades and dates in Qualtrics and D2L, and with the business courses grades and attendance rosters, review and sign Petitions. Coordinate Grand Rounds. Help manage student forms in Box, assist with new class orientation, and with the setting up of Box folders for each new class of students. Help coordinate department meetings and order breakfast or lunches when applicable and take meeting minutes. Assist in annual student awards by contacting sponsors for participation and creating certificates when needed. Answer main line, check daily the General Dentistry fax and voicemail inbox, deliver and retrieve mail from the DCG mailroom and distribute. Ability to maintain confidentiality, solve problems, detail oriented, organized, and able to work with minimal supervision. Serve as back-up to the part-time Office Associate, and Admin. Asst., and all other duties as assigned.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE ASSISTANCE

Provide administrative assistance to the department faculty and staff in the daily activities of the department. Answer the department's main line, forward calls and/or take messages or act appropriately, according to the information received: Provide information to callers regarding dept. responsibilities, DCG policies, and faculty locations; Check the General Dentistry Outlook fax and voicemail inbox daily; Take departmental outgoing mail to the DCG mailroom and retrieve departmental mail and put in the faculty departmental mailboxes.

CLERICAL WORK

Assist part-time Office Associate with new class orientation; Manage building faculty schedule; Assist with preparing Box folders for each new class and help manage student folders during each semester. Help manage course excel spreadsheets in Box; Prepare daily clinic maps in axiUm by placing senior students in appropriate clinic chair for planned procedure(s) with the appropriate faculty coverage and post the maps in the clinic for faculty and student access/reference; Assist students with daily activities. Assist the course Directors with business classes grades, attendance, quizzes, student assignments, and course management in Qualtrics and D2L; Review and sign competency petitions; Coordinate Grand Rounds.

AWARDS

Assist with annual senior student awards by contacting sponsors regarding participation, collect their stated awards (certificates, materials, monetary gifts, etc.) in a timely manner to have presented to the recipient on senior awards day, and create certificates when needed.

RECORD KEEPING

Assist Administrative Assistant with annual equipment inventory in Sr. clinic and ACA Timesheets as needed. Take dept. meeting minutes, breakfast and lunches for meetings and schedule off campus dept. retreats.

BACK-UPS

Serve as back-up to Administrative Assistant and part-time Office Associate. Ability to solve problems, and work with minimal supervision.

OTHER

Perform other duties as assigned.

Required Qualifications

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization and a minimum of one year of office support experience.

Preferred Qualifications

• Experience with axiUm, and D2L
• Experience with Augusta University office forms
• Experience with Box

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases

SKILLS

Demonstrates initiative by identifying issues and developing possible solutions.

Excellent interpersonal, written, and verbal communication skills

Detail-oriented and ability to multitask

ABILITIES

Ability to maintain confidentiality

Ability to work under pressure and meet deadlines

Ability to solve problems, and serve as back-up to the part-time Office Associate and Administrative Assistant I

Ability to work with minimal supervision

Ability to learn axiUm, D2L and other software as needed

Ability to proofread various documents

Self-motivated with ability to work independently

Initiative to determine what needs to be done and handle it appropriately

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 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

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.