Jul 29, 2022

Office Specialist

  • Augusta University
  • 1120 15th St, Augusta, GA 30912, USA

Job Description

* Job Summary This position works under supervision of the Business Manager and will be responsible for providing administrative, academic, and/or operational assistance to the division.  This position will be the primary telephone triage operator for the division, greet and direct visitors, sort mail, process Powerchart patient notes and run errands.  This position will support up to 4-5 cardiology faculty which will include maintaining their Outlook and QGenda schedules, arranging coverage as needed, preparing leave forms and assisting with travel documentation and other assignments as requested.  Other duties will be to assist with the satellite telehealth clinics by prepping documents and assisting with electronic connections during clinic, preparing the mileage reimbursement for faculty who go to In-person satellite clinics.  Process Cath CD requests and prepare them for mailing, Maintain Conf Attendance Records, Maintain Faculty Recruitment Log, prepare/coordinate Educational Schedules such as Academic Half Day for Students, Board Review Sessions for Cardiology topics for Internal Medicine Residents, help coordinate Athletic Screening Days with Orthopedics, and prepare lists of presentations by cardiology faculty and fellows at national meetings such as ACC and AHA and all other duties as assigned. Responsibilities Responsibilities include but are not limitied to: Provide administrative support to assigned faculty and business manager and general assistance to the division to include: Answer the main telephone line, maintain Outlook and QGenda schedules for assigned faculty; coordinate meetings and outreach initiatives for faculty, share coverage of primary phone line, direct calls, take messages, answer questions, assist and direct visitors, send reminder pages, distribute mail and run errands, make new files and folders, create new forms, scan documents and photos, assist with PowerPoint slides and handouts for faculty presentations, make copies and send faxes for faculty, prepare check requests, key requests, IDRs, transcribe dictations, process recommendation letters, cross-train and provide coverage to other staff within the division; meet with assigned faculty regularly. Coordinate, prepare & process faculty travel and leave requests which include: Obtain documentation from faculty member, prepare all required forms (i.e. travel requests, OA-1, leave request and registration), coordinate travel arrangements if necessary, ensure al coverage arrangements have been finalized before submission to the business manager, ensure that all paperwork is completed and finalized within two weeks of departure date or 45 days before first clinic cx date; post leave to faculty leave calendar in Outlook, submit coverage requests in QGenda, send "faculty off-campus" e-mail to Business Manager including coverage information the day before faculty is to leave, prepare expense statements upon return, maintain accurate individual travel files ensuring that all documentation is kept orderly, maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of the fiscal year. Maintain up to date CV's to include converting new faculty CV's to MCG format; update faculty PACT profile, assist faculty with re-credentialing and promotion and tenure processes; maintain files for BLS/ACLS certificates, licenses, DEA, maintain photos/graphics files and biographical sketches, assist with publication submissions for each assigned faculty; prepare paperwork for observerships as requested. Process patient notes and letters through PowerChart for all faculty and mail letters to referring physicians; maintain referring physicians database. Assist with the satellite telehealth clinics by prepping documents and assisting with electronic connections during clinic, prepare the mileage reimbursement for faculty who go to satellite clinics; and process Cath CD requests and prepare them for mailing. Assist business manager with faculty/fellow recruitment, as needed. Maintain Faculty Recruitment Log and participate as a division Heart Walk Representative. Perform all other related duties/tasks as assigned. Required Qualifications Associate's 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. 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/Salary/Benefits Shift: Days; Monday - Friday   Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position    Recruitment Period: 5/31/22 - Until filled Conditions of Employment All candidates are required to successfully pass a Background Check review prior to starting with Augusta University.   The primary work location for this position is within the Augusta University Medical Center or other Augusta University Health System Clinic Space and is subject to the Centers for Medicare & Medicaid Services guidelines. The selected candidate will be required to provide proof of COVID vaccination or an approved exemption. Your application to this position confirms you are aware of this requirement and agree to provide proof of either COVID vaccination or our organization's approval of a medical or religious exemption.   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 the course of their employment and beyond. Equal Employment Opportunity Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans. 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.

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