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Academic Assistant

1 month ago

Atlanta, United States Georgia School of Orthodontics Full time
Job DescriptionJob Description

JOB TITLE: Academic Assistant

DEPARTMENT: Administration

REPORTS TO: Sr. Admissions Coordinator

SUMMARY: Perform administrative and office tasks and activities in support of Faculty and the Admissions department.

DUTIES AND RESPONSIBILITIES:

  • Answer calls, emails, and other correspondence in assigned areas.
  • Receive and direct visitors through office as appropriate.
  • Order, maintain, and stock supplies inventory in facility for breakroom and offices.
  • Receive and distribute deliveries/mail to appropriate departments.
  • Assist with event planning, organizing, catering orders, and other activities; coordinate with 3rd party vendors as needed.
  • Complete and send credit card and expense reports to Accounting department.
  • Handle the receipt and processing of applications from prospective incoming residents; assist Senior Admissions coordinator in reviewing applications and scheduling interviews with the appropriate parties.
  • Track incoming residents’ enrollment documents and ensure all proper documents while accurately updating student records.
  • Assist with tracking the attendance of residents; maintain resident’s access to easy clocking.
  • Maintain and monitor enrollment; assist with enrollment verification.
  • Serve as a secondary point of contact for prospective students, responding to inquiries via email, phone, and in-person meetings.
  • Accurately provide information about admissions requirements, application deadlines, and program details.
  • Produce and provide enrollment letters for each resident; assist in any enrollment verification.
  • Assist in planning and execution of admission events such as clinic tours, informational sessions and recruitment fairs. Coordinate logistics, manage attendee lists and provide on-site support during events.
  • Assist in the planning and execution of new student orientation.
  • Assist with maintain Resident grades and faculty exam evaluations; proctor exams as needed.
  • Assist with creating academic calendars in coordination with the appropriate stakeholders.
  • Complete any data entry assignments for exams, evaluations and document accordingly.
  • Complete any transcript requests; assist in providing registration letters and documents to current and incoming residents.
  • Complete roster of AGD members and submit on the PACE website.
  • Participate in the planning and creation of materials for all CE events; attend the CE events and direct participants.
  • Performs other related duties as assigned by Senior Admissions Coordinator and/or management.

SUPERVISORY RESPONSIBILITIES:

  • This job has no supervisory responsibilities.


QUALIFICATIONS:

  • High school diploma or general education degree (GED).
  • Bachelor’s Degree (BS or BA) or equivalent from a four-year college, or two to four years of related experience and/or training, or equivalent combination of education and experience preferred.
  • Computer skills required: Microsoft Office Suite and Google Drive

COMPETENCIES:

Assistant/Coordinator

Functional Expertise

•Understands and executes job duties and key responsibilities

•Understand how their job helps their team and department
•Serves as a “utility” player – is able and willing to provide support across the organization
•Shows a hunger for learning and the ability to “ramp-up”
•Continuously seeks opportunities to grow professionally and contribute to the organization at a higher level

Bandwidth Management

•Takes initiative to identify what needs to get done even if not asked to do so, seeking guidance before moving forward
•Ensures work is done by correctly and efficiently communicated if additional resources are needed
•Effectively and appropriately utilizes technology, systems, and resources to support job functions

Leadership and Relationship Management

•Enthusiastically and ardently self-advocates, proactively asking for opportunities and letting their manager know when skills and talents are being un- (or under-) utilized
•Demonstrates good judgement in handling tasks and seeks clarity from their manager or department head when needed
•Demonstrates professionalism with staff, residents, faculty, patients and outside of the organization

Communications

•Maintains a positive, receptive and approachable demeanor; is viewed by colleagues as professionally accessible and willing to help
•Confidently and respectfully communicates with colleagues at all levels, ensuring that interactions are consistently viewed as positive, professional and meaningful exchanges
•Proactively communicates status/keeps stakeholders apprised of key information
•Regularly shares ideas and provides input
•Confidently and succinctly articulates the nature of their work, why it matters and how they do it
•Seeks opportunities for presenting at staff meetings
•Consistently exercises discretion and good judgement in communications regarding the entire organization

Cultural Contribution

•Operates at all times with a demonstrated understanding of, and appreciation for, the GSO mission statement, vision, and values
•Consistently models behavior in support of a positive, collaborative and respectful culture

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

  • Continually required to sit, utilize hand and finger dexterity and talk or hear.
  • While performing the duties of this job, the noise level in the work environment is usually quiet.
  • The employee must frequently lift and /or move 5-10 pounds.
  • The employee must occasionally lift and/or move 10-15 pounds.
  • Specific vision abilities required by this job include: Close vision; Distance vision; Color vision; Peripheral vision; Depth perception and ability to adjust focus.