Office Specialist

Augusta University


Job ID: 250327
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.

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 activity and/or pre-clinical activity. 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 the supply inventory system. Responsible for maintaining supplies for all clinics, dispensaries, and clinical labs.

Responsibilities
The duties include, but are not limited to:

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.

Responsible for scheduling and monitoring pickup and delivery of cases by external labs. Reconcile lab invoices and ensure that paperwork is processed for payment. 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.

Inspect packages delivered by receiving and warehouse.

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

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

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

Responsible for implant 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 Requistion 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 thru central supply.

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.

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 that may be assigned by management.

Required Qualifications:
Associates degree from an accredited college or university and one year of experience
OR
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:
Bachelors 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:

Detail and team oriented

Ability to maintain confidentiality

Excellent interpersonal, customer service, written and verbal communication skills

Ability to work closely with warehouse

Computer skills (Word, Excel); organizational skills; understanding of dental terminology and lab processes; effective communication skills (oral and written); attention to detail; ability to learn PeopleSoft and other software as needed; ability to multi-task and prioritize; networking skills; ability to manage time and be self-motivated with the ability to work independently; initiative to determine what needs to be done and handle it; ability to interact effectively with a divese population; maintain strict confidentiality; excellent customer service skills; ability to work well under pressure and meet deadlines; report preparation.

Shift/Salary/Benefits:
Shift: Days/M-F
Pay Grade: 9
Salary Minimum: $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: 10/6/22 - 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/ AU Health is proud to be an equal opportunity employer, welcoming applicants from underrepresented groups, individuals with disabilities and veterans.

How To Apply
Consider applying with us today! 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, please visit: https://careers.hprod.onehcm.usg.edu/psc/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U



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