Office Specialist

Job Information Job ID: 298316 Location: Augusta University – Health Sciences Campus 1120 15th Street, Augusta, GA 30912; Summerville Campus 2500 Walton Way, Augusta, GA 30904 Full/Part Time: Full Time 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 Georgia. 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, ordering through PeopleSoft, Mckesson, Healthy Shop, and recording all orders in the AxiUm inventory system. Replenish stock as needed and plan for future requirements. Scheduling and Purchasing: Schedule and monitor pickup and delivery of cases by external labs. Reconcile lab invoices and ensure paperwork is processed for payment. Coordinate with labs for discrepancies in charges, problems with pickups and deliveries. Work with purchasing, warehouse and vendors to track completion and resolve problems and discrepancies concerning orders and deliveries. 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: 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. Maintain implant, bone, and membrane levels. Fill provider implant requisition orders. Ensure that failed implant returns are processed promptly. Place orders for parts and material through PeopleSoft as needed. Perform clerical duties such as data entry, answering phone calls, record keeping and running reports. Inventory: Maintain inventory of bleaching kits and ensure that they are dispensed to providers in accordance with 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. Stocking and Distribution: 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: Perform other duties as assigned by Management. Required Qualifications Associate degree from an accredited college or university in a related field. OR High school diploma, GED, or equivalent from a recognized state or federal accrediting organization 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, report preparation. Abilities: Ability to maintain confidentiality. Ability to learn PeopleSoft and other software as needed. Ability to multitask and prioritize. Ability to manage time and be self‑motivated with the ability to work independently. Ability to interact effectively with a wide‑range population. Ability to work well under pressure and meet deadlines. 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. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive 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. 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. #J-18808-Ljbffr