Job Details

Administrative Assistant 2

Position Number: 6417642
Location: Augusta, GA
Position Type: Secretary and Administrative Assistants

Administrative Assistant 2

Job ID: 288343
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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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 https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.

Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office 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

Our Summerville Campus:

2500 Walton Way, Augusta, GA 30904

College/Department Information

The Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.

Job Summary

To provide administrative and office support activities for the Dental College of Georgia's Associate Dean for Students, Admissions and Alumni. Knows the formal and informal college / departmental goals, standards, policies, and procedures which include some familiarity of other departments within the college.

Responsibilities

The duties include, but are not limited to:

EVENT PLANNING: Handles event planning for student events ' Hooding Ceremony ' White Coat Ceremony ' Welcome Back Assembly- Senior Recognition Program ' Graduation Picnic ' Quarterly Class meetings with the Deans of the DCG. And any other events sponsored by the Office of Student Affairs. Plan numerous events for students throughout the year. Submit proper facility/venue request forms and reservation requests for appropriate spaces. Evaluate venues for appropriate space. Work with local venders, caterers, service needs, etc. as appropriate for each event. Notify Faculty, staff, students, and guests of event schedules and activities. Reserve and/or purchase supplies as needed. Prepare and reproduce event programs, schedules, etc. Welcome and assist guests with any needs that they may have while they are in attendance. Event planning includes assisting students in making room reservations, completing facility forms, and contacting campus services as needed. It also includes assisting students in notification of events to attendees. This position also ensures students acquire proper location, vendors and supplies, and campus service, etc. as needed.

Hooding Ceremony- Coordinate schedule with university administration, graduates, and guests. Secure event site. Coordinate with venues staff. Select and approve menu for reception. Pick up regalia hoods from bookstore to prepare for ceremony. Deliver hoods, programs, etc. to venue before ceremony. Ongoing notifications to graduates and family on events progress. Schedule a practice run of events with class officers. Coordinate movement on event participants, graduates, faculty, and guests. Advise school and university participants of schedule, etc. Prepare and order event programs. Prepare programs for distribution to event guests and participants. Organize students for processional.

White Coat Ceremony- Coordinate schedule with university administration and state dental guests. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters and guest services. Select and approve menu for reception. Coordinate with campus bookstore to have students sized for white coats. Once received, verify white coats for proper size and correct name embroidery. Plan for white coats to be pressed and returned. Deliver white coats to the venue along with program and other event supplies. Greet and guide guests, faculty, and students to proper seating.

Scholarship Ceremony- Coordinate schedule with university administration and Philanthropy Office. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters and guest services. Select and approve menu for reception. Create, print, and set up event programs. Create and decorate table signs. Create a seating chart. Create power point to reflect the program. Greet students, faculty, and guests. Greet and guide guests, faculty, and students to proper seating.

Hinman Toast- Coordinate schedule with university administration, Philanthropy Office, and Hinman organization. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters and guest services. Select and approve menu for reception. Coordinate toast. Purchase cups.

Late Reception- Coordinate schedule with university administration. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest services. Select and approve menu for reception.

Senior Awards ceremony and luncheon- Coordinate schedule with university administration and Georgia Board of Dentistry. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest services. Select and approve menu for reception. Create and distribute order of business. Print and maintain student certificates.

Raft Debate- Coordinate schedule with university administration and Philanthropy Office. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest services.

Poverty Simulation- Coordinate schedule with university administration. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest services. Attend and participate in class simulation.

Student Organization Fair- Coordinate schedule with university administration. Secure event site and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest services.

Coffee and Cases- Coordinate schedule with university administration. Secure event sites and coordinate ceremony with venue staff. Communicate with guest speakers, guest presenters, and guest service. Supply coffee.

ADMINISTRATIVE SUPPORT: Provide administrative and office support for the DCG Student Affairs Office . Stay informed of the formal and informal college/ departmental goals, standards, policies, and procedures which includes some familiarity of other departments within the college. Act as a liaison for DCG with numerous outside professional contacts regarding students. For example, the Georgia Dental Association, American Student Dental Association, and many other private dental societies, fraternities, and private clinicians. The person in this position handles faculty appointment records for off-site faculty in public health clinics and the affiliation agreements with each of the clinics. The person tracks the 'life' of the affiliation agreement contracts and processes updated agreements when needed. Communicate to faculty, staff, and students information as needed. Assist students as needed with any concern/issues/problems as top priority. Provide customer service in the office to students and faculty, this involves a major part of every day.

Coordinate tutors for students and maintain student tutor hours. Report tutor requests to faculty and leadership every semester. Process all hiring paperwork for student Teacher Assistance and maintain TA hours.

Maintain and coordinate Student Affairs Dean's inbox and calendar and Student Affairs inbox. Process and distribute student org and office department mail. Create and maintain UPS and FED ex accounts used for shipping needs of the department.

Notary Public- Notarize student's license applications and jury duty affidavits as well as other DCG requests.

Mental Health First Aider - Certified to identify, understand, and respond to mental illness.

RECORDS: Handles Record Keeping of Student Records. All student information is kept per FERPA guidelines to maintain confidential student files. This includes excused absence, medical, family, personal, or legal issues that may affect their attendance and education. This also includes confidential scores, GPA's class ranking, debt levels, code of conduct issues, academic information, etc. Purchase card annual training and record maintenance. Use the P-Card to make department purchases. Allocate and sign off on all purchases. Keep and submit records of purchases. Record and track all CE and Service to DCG/AU requirements for students milestone requirements. Prepare and submit all travel documents for students and Student Affairs Dean (Travel Auth, TES, OA-1).

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

Required Qualifications

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

OR

High School diploma, GED or equivalent from a recognized State or Federal accredited organization and seven years of directly applicable experience

Preferred Qualifications

Preferred Educational Qualifications
Bachelor's degree from an accredited college or university.

Preferred Experience
Knowledge of an experience in PeopleSoft and Banner.

Knowledge, Skills, & Abilities

KNOWLEDGE

Must be knowledgeable of office etiquette.

SKILLS
Organizational skills, effective communication skills (both written and oral), computer skills (Word, Excel, PowerPoint) telephone etiquette skills. Must have Attention to detail, reconciliation of budgets, schedule appointments and have networking skills. Excellent customer service skills.

It is sensitive to the interrelationship of both people and functions within the college and on campus. The Office of Student Affairs has an open-door policy. The person in this position must be on hand to listen and/ or assist students with finding a solution to the situation. This position is based on customer service and is a liaison between the student body and the faculty, staff, and administration. In this position, one must be prepared to handle/take care of any needs that a student may have. This includes, but is not limited to, student absence notifications, requesting jury duty deferrals, tracking community service efforts, assist student organizations with events and the college-wide notifications of these events, and assists students with any issues that may affect the quality of their education. This office also requires customer service support for the faculty as it applies to the student body. The customer service goal of this office is to be approachable and accessible to students and their needs. This position requires working and corresponding with numerous people and organizations across the campus, city, state and nation for numerous events hosted throughout the year.

ABILITIES
Ability to learn PeopleSoft and other software needed. This position uses gradebooks (D2L) and spreadsheets to track community service performed, databases of statewide and national individuals and organizations that are dealt with on a regular basis. Must be able to multi-task and work independently. Ability to perform well under pressure, meet deadlines and maintain confidentiality. Ability to interact effectively and empathetically with various student population.

Shift/Salary/Benefits

Shift: Days/M-F

Pay Grade: B5

Salary: Minimum: $17.88/hour

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

Recruitment Period: 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.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

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/

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

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=288343&PostingSeq=1