JOB TITLE: Administrative Assistant (Resident Affairs)
DEPARTMENT: Administration
SUMMARY: The Resident Affairs Administrative Assistant promotes a positive resident experience through timely communication and effective administrative support while upholding the mission and standards of Georgia School of Orthodontics.
DUTIES AND RESPONSIBILITIES:
Resident Support
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Serves as the first point of contact and act as a liaison between residents and the Director of Resident Affairs.
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Provide professional, courteous, and responsive service to residents, faculty, and staff utilizing discretion and sound judgement when handling confidential or sensitive information.
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Maintain current knowledge of GSO compliance policies and procedures.
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Manage timekeeping and attendance of all residents to verify program hour completion using various systems including, but not limited to: CRM, EZ Scheduler, and GSO Timeclock.
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Prepare routine reports regarding attendance and leave of residents.
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Prepare routine reports regarding resident records, evaluations and miscellaneous administrative activities.
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Assist in the documentation, management, and retention surrounding student conduct occurrences including maintenance of tracking logs as applicable.
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Assist with preparation for accreditation site visits and internal audits; monitor completion of required administrative compliance activities.
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Maintain departmental database and tracking systems.
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Assist with the coordination of events as needed, including but not limited to: Introduction to Clinical Orthodontics, Resident Meetings, Welcome Reception, along with other resident related events.
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Organize and manage various virtual learning and digital platforms within CRM Academics.
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Support the preparation and organization of supplies and training materials for new residents as needed.
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Track and review invoices; prepare weekly expense reports to send to accounting for payment.
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Proctor exams and/or assist with assigning a proctor for exams as needed.
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Perform other related duties as assigned by the Director of Resident Affairs.
Administrative
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Track and review invoices; prepare weekly expense reports to send to accounting for payment.
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Maintain and manage the Director of Resident Affairs’ calendar and meeting invitations.
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Attends, and records meeting minutes as needed.
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Complete weekly progress reports with the Director of Resident Affairs.
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Submit IT support tickets for any technical issues for the suite.
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Communicate applicable property management issues with Gwinnett Commerce Center Property Manager.
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Manage inventory of supplies, support materials, breakroom supplies, food and beverages.
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Attend bi-weekly Administration team meetings to ensure the timely completion of projects related to the program.
SUPERVISORY RESPONSIBILITIES:
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This job has no supervisory responsibilities.
QUALIFICATIONS:
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Bachelor’s Degree (BS or BA) or equivalent from a four-year college or technical school, or 2 – 3 years related experience and/or training, or equivalent combination of education and experience preferred.
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Minimum of two to three years’ experience in calendar and expense report management.
SKILLS REQUIRED:
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Computer Skills Required: Expert in Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint.
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Discretion & Confidentiality: Perform with unwavering integrity and maintain confidentiality due to handling of sensitive information
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Project Management and Prioritization: Ability to oversee multiple projects and exercise high-level judgment to filter communications
SKILLS PREFERRED:
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Accreditation Knowledge: Familiarity with CODA standards
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Familiarity with FERPA Laws
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Familiarity with HIPAA Laws
