Augusta University
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Office Specialist
role at
Augusta University
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.
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 provides 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 ongoing 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 activities and/or pre‑clinical activities. 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 of the supply inventory system. Responsible for maintaining supplies for all clinics, dispensaries, and clinical labs.
Responsibilities
ADMINISTRATIVE DUTIES:
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 PeopleSoft, McKesson, Healthy Shop, 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 sufficient quantities are on hand.
Track all supply orders from start to finish to ensure timely delivery and payments.
SCHEDULING AND PURCHASING:
Responsible for scheduling and monitoring pickup and delivery of cases by external labs.
Reconcile lab invoices and ensure that paperwork is processed for payment.
Ensure lab invoices are accurate and in line with current contractual fees.
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 (materials received by warehouse):
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.
PATIENT ACCOUNTS AND REGISTRATION:
Responsible for implanting 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 requisition 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 through central supply.
Clerical duties include data entry, answering phone calls, record keeping and running reports.
INVENTORY OF BLEACHING KITS AND CHEMICAL DATABASE:
Maintain inventory of bleaching kits and ensure they are dispensed to providers in accordance with protocol.
Assist with the maintenance of the chemical database for Central Supply.
Ensure all expired materials are properly documented and disposed of.
STOCKING AND DISTRIBUTION:
Responsible for maintaining precious metal inventory.
Issue metal to the internal lab or providers as requested.
Receive and document new inventory.
Receive, stock, and distribute supply items for all areas in the DCG.
Keep both central supply and the loading dock in a clean and neat order.
OTHER RELATED DUTIES: Perform other job‑related duties as assigned by Management.
Required Qualifications
Associate's degree from an accredited college or university in a related field.
OR High school diploma, GED, or equivalent with a minimum of three years of progressively responsible office support experience.
Preferred Qualifications
Bachelor's 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 Knowledge
Proficient in Microsoft Office and other computer software/databases.
Understanding of dental terminology and lab processes.
Initiative to determine what needs to be done and handle it.
Maintain strict confidentiality.
Skills
Effective communication skills (oral and written), attention to detail, networking skills.
Excellent customer service skills and report preparation.
Abilities
Maintain confidentiality.
Learn PeopleSoft and other software as needed.
Multitask and prioritize.
Manage time and be self‑motivated, working independently.
Interact effectively with a wide‑range population.
Work well under pressure and meet deadlines.
Shift / Salary / Benefits
Shift: Days/M‑F
Pay Band: B3
Salary: Minimum $16.54/hour (commensurate with qualifications within established range).
Recruitment Period: Until Filled.
Benefits: health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), earned vacation time, sick leave, and 13 paid holidays. Full‑time employees after 6 months may be considered for the Tuition Assistance Program.
Conditions of Employment
Background check review prior to starting.
Credit check for Positions of Trust and/or approved departmental Purchase Card usage or credit‑report requirements for driving a university vehicle.
Proof of completed academic degree(s) and transcript evidence for faculty hires.
Adhere to cybersecurity and privacy policies regarding sensitive information.
Credit Check This position requires a satisfactory Consumer Credit check as a condition of employment.
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! 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.
#J-18808-Ljbffr
Office Specialist
role at
Augusta University
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.
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 provides 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 ongoing 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 activities and/or pre‑clinical activities. 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 of the supply inventory system. Responsible for maintaining supplies for all clinics, dispensaries, and clinical labs.
Responsibilities
ADMINISTRATIVE DUTIES:
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 PeopleSoft, McKesson, Healthy Shop, 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 sufficient quantities are on hand.
Track all supply orders from start to finish to ensure timely delivery and payments.
SCHEDULING AND PURCHASING:
Responsible for scheduling and monitoring pickup and delivery of cases by external labs.
Reconcile lab invoices and ensure that paperwork is processed for payment.
Ensure lab invoices are accurate and in line with current contractual fees.
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 (materials received by warehouse):
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.
PATIENT ACCOUNTS AND REGISTRATION:
Responsible for implanting 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 requisition 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 through central supply.
Clerical duties include data entry, answering phone calls, record keeping and running reports.
INVENTORY OF BLEACHING KITS AND CHEMICAL DATABASE:
Maintain inventory of bleaching kits and ensure they are dispensed to providers in accordance with protocol.
Assist with the maintenance of the chemical database for Central Supply.
Ensure all expired materials are properly documented and disposed of.
STOCKING AND DISTRIBUTION:
Responsible for maintaining precious metal inventory.
Issue metal to the internal lab or providers as requested.
Receive and document new inventory.
Receive, stock, and distribute supply items for all areas in the DCG.
Keep both central supply and the loading dock in a clean and neat order.
OTHER RELATED DUTIES: Perform other job‑related duties as assigned by Management.
Required Qualifications
Associate's degree from an accredited college or university in a related field.
OR High school diploma, GED, or equivalent with a minimum of three years of progressively responsible office support experience.
Preferred Qualifications
Bachelor's 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 Knowledge
Proficient in Microsoft Office and other computer software/databases.
Understanding of dental terminology and lab processes.
Initiative to determine what needs to be done and handle it.
Maintain strict confidentiality.
Skills
Effective communication skills (oral and written), attention to detail, networking skills.
Excellent customer service skills and report preparation.
Abilities
Maintain confidentiality.
Learn PeopleSoft and other software as needed.
Multitask and prioritize.
Manage time and be self‑motivated, working independently.
Interact effectively with a wide‑range population.
Work well under pressure and meet deadlines.
Shift / Salary / Benefits
Shift: Days/M‑F
Pay Band: B3
Salary: Minimum $16.54/hour (commensurate with qualifications within established range).
Recruitment Period: Until Filled.
Benefits: health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), earned vacation time, sick leave, and 13 paid holidays. Full‑time employees after 6 months may be considered for the Tuition Assistance Program.
Conditions of Employment
Background check review prior to starting.
Credit check for Positions of Trust and/or approved departmental Purchase Card usage or credit‑report requirements for driving a university vehicle.
Proof of completed academic degree(s) and transcript evidence for faculty hires.
Adhere to cybersecurity and privacy policies regarding sensitive information.
Credit Check This position requires a satisfactory Consumer Credit check as a condition of employment.
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! 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.
#J-18808-Ljbffr