Administrative Assistant 2

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 10,500 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences.

Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other.

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect.

These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 10,500 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences.

Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other.

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect.

These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Location

Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information

The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia.

MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary

Position is sole support for Chair of Department of Pediatrics who also serves as Pediatrician-In-Chief of the Children's Hospital of Georgia. Responsible for providing administrative support to the Chair and the department which is of a complex nature. Individual will also be responsible for coordinating ongoing local, state, and national conferences.

Responsibilities

Responsibilities include, but are not limited to:

ADMINISTRATIVE SUPPORT: Provide administrative support to Department Chair and Pediatrician-In-Chief of the Children's Hospital of Georgia on a daily basis. Responsibilities include but are not limited to: maintaining calendar, arranging/coordinating meetings, taking minutes, answering phone, triaging calls, composing/typing correspondence, greeting visitors, etc.

COORDINATE EVENTS: Coordinate/oversee coordination of special events for department to include annual departmental retreat, visiting professor lectureships, consultant visits, Grand Rounds, etc. Assist with arranging speakers, ordering meals, tracking participation, etc.

ASSIST CHAIR IN PUBLISHING: Assist Chair in publishing and/or editing textbooks, manuscripts, journal articles and in preparing presentations. Requires extensive attention to detail to ensure accuracy.

COORDINATE TRAVEL: Coordinate travel arrangements for Chair which includes but is not limited to: booking hotel reservations, processing registration, preparing travel requests and travel expense statements, arranging flights, etc.

COORDINATE FORM COMPLETION: Coordinate completion of forms/documents required of Department of Pediatrics faculty members and staff to include: OA1s/OA2s, travel forms, publications, clinic cancellations, Medical Administrative Service logs, property loan agreements, etc.

COORDINATE FACULTY INTERVIEW PROCESS: Coordinate and oversee faculty candidate interview process. Work with division contacts to create itineraries/agendas, make travel arrangements, arrange meetings, etc. for prospective faculty.

ASSIST DEPARTMENT ADMIN STAFF: Assist department administration with various tasks which include but are not limited to: maintaining faculty and division files, reconciling and maintaining equipment inventory, completing IT/telecommunication work orders, reviewing monthly telephone statements, collecting, logging and processing various financial forms (i.e., AUMA remittance authorizations and sight drafts), creating and distributing weekly schedule for department meetings/conferences, distributing monthly financial reports to divisions, reconciling various financial reports, completing facilities requests and coordinating with divisions to ensure that work is completed, ordering and maintaining supplies for department administration, etc.

COORDINATE FACULTY PROMOTION AND TENURE PROCESS: Coordinate all aspects of faculty promotion and tenure process. Notify faculty of eligibility and work closely with P&T Committee to prepare appropriate documents for submission.

MAINTAIN OFFICE SUPPLIES: Maintain office supplies for department administrative offices. Adhere to all guidelines and submit monthly reports of all transactions.

DEVELOP OFFICE PROCEDURES: Develop, evaluate, and implement office procedures.

COORDINATE OPPE PROCESS: Coordinate and oversee the OPPE process. Work with the division contacts to track metrics and complete forms twice a year.

FACULTY ANNUAL EVALUATIONS: Facilitate annual faculty evaluation process.

OTHER DUTIES: Perform all other job-related duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field and four years of progressively responsible administrative support experience;

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and seven years progressively responsible experience in administrative support positions.

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

Pay Band: B5

Salary Minimum: $17.88 - Midpoint: $21.92

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 8/5/24 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

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.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

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 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, and 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.

How To Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/ Search Job Opening ID: 275575

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365