Office Manager

• About Us

Augusta University is Georgias 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 Georgias cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgias 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 Universitys 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

Provide administrative assistance to department chairman, and 14 full-time and 5 part-time faculty in the daily activities of the department. Maintains and reconcile departmental accounts, P-card approver to Office Associate, manage facultys dental foundation account using QuickBooks and PeopleSoft. Manage Chairmans calendar, and all facultys daily assignments. Manage faculty recruitment, Timenet for faculty and staff, Time & Effort, liaison to Dean and other offices on campus and off. Supervise Office Associates and Office Specialists, delegating duties as needed.

Responsibilities

The duties include, but are not limited:

Maintain Chairman daily calendar; Organizing appointments and meetings for the Chair and the department; Alert the Chairman to departmental concerns, administrative policy changes and new directives set by DCG/Campus/BOR; Serve as liaison to all students, other departments, Asst, Assoc. and Deans offices, and outside entities seeking communication with the Dept of General Dentistry Chairman and faculty.

Review, track and approve faculty Timenet entries and Effort certification monthly. Monitor faculty hours worked including off campus, personal leadership, continuing education, and training. Review and approve staff leave requests and Timenet entries weekly.

Motivate and mentor staff, facilitate a good working environment, delegate departmental work-load. Resolve disputes and grievances between staff and faculty, and ensure annual training is completed by required deadlines. Provide backup to office associates during absence.

Evaluate and prioritize department workflow. Ensure adherence to policies and procedures by faculty and staff members. Responsible for confidential information such as department budgets, faculty/staff salary, and student grades/information. Ensure data security in accordance with BOR policies.

Manage and maintain departmental budgets: Department accounts, Dental Foundation account, CE fund account, and faculty¿s annual travel and supply spending allowances. Review and authorize all department expenditures: check requests, IDR, people soft requisitions, dental foundation vouchers and P-card purchases in works. Evaluate budget reports to manage projected annual expenses and prepare department expense reports. Maintain a bookkeeping system, utilizing monthly Peoplesoft financial reports. Perform monthly account reconciliations on all accounts. Review and monitor all Travel Authorizations and Reimbursements for appropriate CFC use and attached documentation. Monitor all other required documentation for outside activities. Make travel arrangements, reservations, meeting registrations for Chairman and other faculty as needed.

Create and maintain departmental schedule, assigning all faculty daily, to either Sr. clinic coverage, Emergency clinic coverage, administrative/ research time, faculty practice time, incorporating meetings, vacations and appointments. Responsible for maintaining appropriate faculty and staff coverage for all department activities, courses and classes, on all days the Dental College is open.

Manage correspondences for Special Topics CE courses provided by Department Chairman, as mandated by the Georgia Board of Dentistry.

Review and maintain departmental equipment and space inventories.

Responsible for updating staff PCFs and new/vacant position data in Peoplesoft HRMS database for posting, and interview new hire candidates. Conduct department in-processing of new hires, schedule all necessary program training and evaluate new hires. Manage staff performance to include: annual performance appraisals and feedback.

Member of the faculty search committee; In-depth knowledge of the Peoplesoft HRMS database, faculty position advertisements, coordinating faculty candidate interviews, reimbursements, and managing new faculty appointment packages. Liaison to credentialing office to expedite the Georgia Board of Dentistry License and DCG Faculty Practice credentialing process. Initiate new faculty account set up and PC number set up. Perform all other related duties/tasks as assigned.

Required Qualifications

Educational Requirements

Bachelors degree from an accredited college or university, along with one year of progressive office experience, to include supervisory experience

OR

Associates degree from an accredited college or university and seven years of progressive office experience, to include supervisory experience.

Preferred Qualifications

Preferred Educational Qualifications

Bachelor degree or higher in related field from accredited school.

Preferred Experience

Experience in a fast paced, dental office. Experience with Exam Soft, PeopleSoft, Axium and Banner.

Knowledge, Skills, & Abilities

ABILITIES

Detail-oriented and ability to prioritize tasks.

Ability to work independently with only general supervision.

Ability to complete work and meet deadlines.

KNOWLEDGE

Proficient in Microsoft Office, Outlook, Axium, Banner, Exam Soft and D2L. Working knowledge of AU and BOR policies and procedures.

SKILLS

Excellent organizational skills.

Excellent oral and written communication skills.

Shift/Salary/Benefits

Shift: Days/M-F (Work outside of regular business hours may be required)

Pay Band: B7

Salary: Minimum $42,200.00/annually - $52,700/annually

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

Recruitment Period: 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.

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