Administrative Assistant (Resident Affairs)

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
• Serves as the first point of contact and act as a liaison between residents and the Director of Resident Affairs.
• Provide professional, courteous, and responsive service to residents, faculty, and staff utilizing discretion and sound judgement when handling confidential or sensitive information.
• Maintain current knowledge of GSO compliance policies and procedures.
• 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.
• Prepare routine reports regarding attendance and leave of residents.
• Prepare routine reports regarding resident records, evaluations and miscellaneous administrative activities.
• Assist in the documentation, management, and retention surrounding student conduct occurrences including maintenance of tracking logs as applicable.
• Assist with preparation for accreditation site visits and internal audits; monitor completion of required administrative compliance activities.
• Maintain departmental database and tracking systems.
• 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.
• Organize and manage various virtual learning and digital platforms within CRM Academics.
• Support the preparation and organization of supplies and training materials for new residents as needed.
• Track and review invoices; prepare weekly expense reports to send to accounting for payment.
• Proctor exams and/or assist with assigning a proctor for exams as needed.
• Perform other related duties as assigned by the Director of Resident Affairs.

• Administrative
• Track and review invoices; prepare weekly expense reports to send to accounting for payment.
• Maintain and manage the Director of Resident Affairs’ calendar and meeting invitations.
• Attends, and records meeting minutes as needed.
• Complete weekly progress reports with the Director of Resident Affairs.
• Submit IT support tickets for any technical issues for the suite.
• Communicate applicable property management issues with Gwinnett Commerce Center Property Manager.
• Manage inventory of supplies, support materials, breakroom supplies, food and beverages.
• Attend bi-weekly Administration team meetings to ensure the timely completion of projects related to the program.

Supervisory responsibilities

• This job has no supervisory responsibilities.

Qualifications

• 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.
• Minimum of two to three years’ experience in calendar and expense report management.

Skills required

• Computer
• Skills
• Required: Expert in Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint.
• Discretion &
• Confidentiality: Perform with unwavering integrity and maintain confidentiality due to handling of sensitive information
• Project
• Management and
• Prioritization: Ability to oversee multiple projects and exercise high-level judgment to filter communications

Skills preferred

• Accreditation
• Knowledge: Familiarity with CODA standards
• Familiarity with FERPA Laws
• Familiarity with HIPAA Laws