Job Details

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 12,000 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.

Augusta University -

Our Health Sciences Campus:

1120 15th Street, Augusta, GA 30912

This position will coordinate the administrative activities for divisions within the Department of Pediatrics. Responsibilities include fiscal management of accounts and providing all administrative and operational support for specific division(s).

The duties include but are not limited to:

CUSTOMER SERVICE: Greet visitors, answer, and triage telephone calls, providing correct responses to a variety of questions (routine and non-routine) about the office operations and/or policies/procedures and direct individuals to the appropriate resource when questions exceed knowledge. Provide phone coverage for other divisions as needed and requested.

ADMINISTRATIVE SUPPORT: Provide administrative support to the division(s), including but not limited to: faxing; maintaining files; organizing office; assisting division chief, faculty and staff in developing procedures to improve division functions; attending appropriate division/department meetings, preparing agendas, recording minutes for distribution to faculty/staff in a timely fashion; assisting faculty/staff with meeting deadlines; entering call schedule into the call system; assisting with grant document preparation and obtaining articles.

CORRESPONDENCE AND COMMUNICATION: Distribute incoming correspondence on a daily basis, check and compare with previous communication, compose routine correspondence, format and type documents to include but is not limited to: presentations, grants, manuscripts, abstracts, etc., prepare forms/documents used for Augusta University support services to include but is not limited to budgets and routing sheets, IDRs, check requests, remittance authorizations, etc., proofread and edit draft material, determine priority of incoming material and route to appropriate personnel.

DATABASE MANAGEMENT: Create, access, and maintain various databases in coordination with the faculty members. Assist faculty with completion/submission of various documents, forms, and reports. Prepare written and presentation materials for superiors, gather and compile information, perform calculations. May prepare spreadsheets or other reports or presentation materials such as PowerPoint and otherwise assist in the development of narrative information and graphic displays.

COORDINATE MEETINGS: Schedule group and individual meetings to include determining availability of all attendees, sending notifications, reminders, determining and reserving meeting location, coordinating catering and preparing forms for reimbursement of expenses.

CALENDAR MAINTENANCE: Maintain group and individual faculty calendars; maintain conference room schedule; coordinate requested meetings and assist with recruitment process by coordinating applicant travel and interview itineraries.

BUDGET SUPPORT: Provide budgetary support to division including but not limited to: managing accounts (RI supply budget, grants, contracts, alumni/foundation accounts, etc.) to include reconciling and balancing monthly reports; working with DSPA to ensure proper grant budget management and compliance; tracking budget and expenses and assisting with reimbursement for faculty staff and various vendors. Reconcile PeopleSoft ledger reports on a monthly basis and provide information on account status to leadership.

TRAVEL ARRANGEMENTS: Make travel arrangements for faculty and staff. Prepare necessary paperwork for travel approval and expense reimbursement.

PURCHASING: Initiate purchase requisitions and coordinate with the purchasing office as appropriate. Gather data and/or prepare routine information related to purchasing office related supplies and equipment. Initiate facilities management work orders as necessary.

TIMEKEEPING: Maintain timekeeping tracking log for faculty/staff; ensure completion of leave requests; provide Administration with timekeeping tracking log monthly.

SPECIAL EVENTS: Assist with special events as needed.

OTHER: Perform all other duties as assigned.

Associate's degree from an accredited college or university in a related field.

OR 

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of three years progressively responsible office support experience.

Previous experience in a medical office or general administrative office setting.

KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases.

SKILLS
Excellent interpersonal, written, and verbal communication skills.

Detail-oriented with strong prioritization, organizational and multi-tasking skills.

ABILITIES
Ability to maintain confidentiality.

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.

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.

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.        

Consider applying with us today!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

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.