Job Details

Department Administrator 2 - MCG Cellular Biology & Anatomy

Augusta University

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 9,000 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.

Location
Augusta University - Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information
The Department of Cellular Biology and Anatomy is dedicated to understanding cellular function through state-of-the art research in areas such as autophagy and apoptosis, bone metabolism, developmental biology, molecular motors, dysphagia/swallowing disorders, exosome biology, renal disease, stem cell research, vision science (retina and cornea), and cell wounding. We are dedicated to conveying new knowledge to future scientists and educating the next generation of scientists, clinicians, and other healthcare professionals. We welcome your interest in our department and invite you to learn more about the exciting research and educational opportunities within the department!

Job Summary
This position is responsible for overseeing the daily operations of the Department of Cellular Biology and Anatomy, which consists of ~ 80 Faculty, Staff, Scholars and Students. The Department currently manages the EM/Histology and Imaging Cores and oversees the Anatomical Donation Program for Augusta University, which serves the various Colleges across campus and at UGA that use cadaveric material for Medical and Graduate Teaching (Medical College of Georgia, College of Allied Health, College of Dentistry, College of Nursing, the Graduate School & UGA). This position works closely with departments to create financial and statistical reports, analyze data for grant submissions and EM/Histology and Imaging Cores, the Anatomical Donation Program and the P30 Vision Core Grant. Also responsible for Budget - project and submit yearly budget in respect to state dollars (~2.4 million dollars) ' balancing to budget. Manage and maintain balanced budget throughout the fiscal year to include but not limited to: Resident Instruction ~ $2.4 million; Revenue: ~ $400,000.00; Tuition/Fees for Medical/Graduate Student (in regards to use of cadaveric material) ~ $199,600; Startup commitments: ~ $1.5 million; Foundations (internal/external) ~ $300,000; and Sponsored (extramural/intramural funding) ~ $8.2 million (annually).

Responsibilities
The duties include, but are not limited to:

Daily Operations of the Department: Oversees the daily operations of the Department ~ 80 Faculty, Staff, Scholars, and Students. Overall management of the EM/Histology and Imaging Cores; oversees the Anatomical Donation Program for Augusta University which serves the various Colleges across campus and at UGA that use cadaveric material for Medical and Graduate Teaching (Medical College of Georgia, College of Allied Health, College of Dentistry, College of Nursing, the Graduate School, and UGA); direct supervision of CBA staff: Office Coordinator (Office Specialist), Accounting Assisting III, Administrative Assistant II, Manager ' EM/Histology Core, Manager ' Imaging Core, Coordinator of Anatomical Donation Program, Non-paid affiliates (` 11), Summer Students (Teaching Assistants).

J-1 Scholars & H-1B Processing: Gather, prepare, submit appropriate paperwork for incoming J-1 scholars, including yearly extension of visas, preparing invitation letters, scheduling incoming appointments, assisting with living quarters when needed, preparing forms for hire ' submit epars for new hire, schedule drug screening, TB testing, titers. Generate, prepare, submit paperwork for H-1B processing for scholars/new hires ' work closely with IPSO/HR on paperwork, hiring, salary changes, etc.

Building Coordinator: Shared responsible as building coordinator for CB, Carl Sanders Research & Education building; approving access to building, key requests, special shutdowns, etc.

New/Vacant Positions: Prepare Position Classification forms for faculty and staff, summer students, non-paid affiliates, Student Assistants, etc. (reviewing funding, etc.), prepare route, submit for position number, budget approvals. Preparing critical hire, prepare, route, submit for approvals. Job postings for positions, prepare, route, submit for approvals. Review applicants, liaison ' work with HR on job offers to Classified positions. Faculty positions ' prepare job offers, route to Dean's office for approval, work with incoming faculty on degree verifications, schedule drug screenings, moves, needs for startup of labs, lab renovations, etc.

Emergency Plan: Responsible for the Cellular Biology and Anatomy Emergency Plan, ensuring updates are made, training is complete, call lists are current, continuity plan is updated

Renovations: Oversee renovations (large and small) for department. Coordinate and approve requests for minor renovations, meet/supervise/coordinate jobs with contractors, negotiating funding, time-frame (based on needs of department). Freezers: Manage database with Office Coordinator for all -80 freezers and specialized equipment that needs monitoring; work closely with Office Coordinator to ensure that contact lists are updated regularly; 24/7 back up to all PIs for on call freezer alarms; 24/7, first caller for any common freezers/equipment; contacting lab personnel/PIs when systems are down

Personnel/Conflict/Issues: Work with faculty and staff on personnel related issues, write-ups, policies, evaluations, terminations, etc.

Departmental Evaluation Analysis/Retreat: Oversee/manage annual CBA retreat; gather analysis for special reports not limited but inclusive of: funded grants, FTE for faculty, grant submissions; cores, number of staff (categories), teaching hours to be used for annual business plan and annual CBA retreat. Annual training: Oversee and works closely with Office Coordinator ensuring that all departmental faculty, staff, students complete annual training.

Vision Discover Institute (VDI): Work closely with Chair and Administrative Assistant II, authorizing expenditures/foundation funds for the VDI. Overall management of the newly funded P30 Vision Core grant: overseeing daily operations, approving orders, monitoring compliance, reconciling personnel balances and working closely with Admin. Assistant II on supply/equipment balances. ~ $3,080,000.00

CB building/CA Basement Access: Access to special areas within CB building/CA Basement: Work closely with IT on access to special, authorized areas in the CB building/CA basement: CB1800 Anatomy Labs, CB 1800 Lab Offices, CB 1700 area, CB3504/3505 Dental labs, CB1113 EM/Histology Core, CB2309/Imaging Core, CB2511, Aging, CB2908 Vision Core. Prepare and send to IT list of students/faculty/staff for various authorized usage of these areas. Ensuring that once completed access is revoked to ensure that only authorized personnel have access to these areas.

Anatomical Donation Program: Overall supervision of staff/personnel in the Anatomical Body Donation Program; Work closely with Chair and Coordinator of Anatomical Program to ensure compliance, confidentiality of donors. Work closely with Coordinator of Anatomical program to ensure the needs are met to ensure that we have the cadavers available for over 460 students at MCG, UGA, College of Dentistry, College of Allied Health, College of Nursing, the Graduate School, Medical Illustration. Oversee the annual memorial service working closely with Chair and Office Coordinator to ensure that the annual memorial service is inclusive of honorable donors; monitor letters that are sent to families of donors. Handle delicate issues in regards to families whose members were not accepted into program, ensuring a compassionate understanding of empathy for donor families. Oversee the sending of materials for prospective donors. Assist in maintaining database and updates for donor list. Backup call to Coordinator of anatomical program and Senior Embalmer when on vacation, out sick ' 24/7 call to assist in decisions to: accept, transport to AU; follow up with calls to family members for death certificate information; answer questions in regards to prospective donors; explain program; assist in coordinating 'Learning' for local Hospice facilities.

Payroll/Leave: Responsible for approving/entering time 95% of employees for bi-weekly employees (processing/approving payroll every two weeks) and approving the other 5% entered by our Office Coordinator. Enter leave for exempt employees 99%, telework hours, travel (oc days/PLA days), approve all leave in system for department. Advise faculty and staff of leave balances. Prepare and submit FMLA leave requests, return to work.

EM/Histology, Imaging Cores: Review, monitor and work closely with Account Assistant III on revenue collected/balances. Work closely with VP for research when funds are needed/Budget amendments are needed/special equipment orders/contracts. Monitor revenue and work closely with Accounting Assistant III and VP for research on projected deficits. Ensure that each core follows Federal Guidelines for fair, equitable pricing. Direct supervision of Core Managers ' notifying core managers of funding availability, working with mangers on generating revenue/current prices/maintenance contracts/leave request ' ensuring cores have coverage during vacation/sick leave. Work with VP of research on annual reporting, generating reports/preparing analyses for trends in current/past years, special needs, recruitment of personnel, upcoming replacement of older equipment (securing funding), etc.

P-Cards: Responsible for ensuring that compliance is maintained by cardholders when using P-Cards. Review requests for P-Card transactions daily to ensure that any charges placed are allowable. Monthly: Check to make sure that items purchased are coded correctly (Correct CFC, correct code), log sheet is completed, ensure sales tax has not been charged, receipts and documents are in place. Sign off on transactions after review in works. Ensure that annual training is completed for each cardholder.

Supply/Equipment Balances: Oversees and works closely with Accountant Assistant III on supply/equipment balances prior to approving orders submitted by PI/lab personnel/teaching faculty. Review orders for allowable expenses for certain fund types. Approve requisitions. Work closely with Accounting Assistant II: Review yearly contracts for special equipment ' based on current usage/need/repairs, etc.

Just-In-Time Information:
Prepare, 'other support' for Just-in-time information. Work with Sponsored programs prior to submissions progress reports; Initiate RPPR progress reports in Commons, enter administrative sections, calculate FTE for PI, Co-Investigators, personnel and report on RPPR. Calculate unobligated balance and work with Sponsored accounting on actual projected carryforward. Work with PIs on justifications if 25% or above. Document changes in 'other support' from previous year to current year for key personnel. Enter/upload research files for faculty.

Grant Submissions: Prepare and assist in 'grant' submissions for department: Generate internal budget based on salaries, supplies, travel, equipment for all Principal Investigators submitting extramural/intramural grants. Work closely with faculty to determine FTE (based on current funding) for grant submissions: generate and prepare budgets for various different agencies, NIH, AHA, ADA, DOD, FFB, BRICOFUS, etc. Route internal budget through eSproute for approvals; Generate grant files in 'Assist, Workspace, eBRAP, grants.gov, era commons; Complete all administrative portions of files (to be submitted); upload grant files; review grant files based on criteria for fonts, spacing, etc. Work with Sponsored Administration to make corrections, etc. prior to submission.

NIH Cap: Prepare, maintain, project effort for 'Cap' for all Faculty over the NIH cap: Maintain spreadsheet, submit ePARs to report/correct distribution based on federal guidelines; Monitor grant funding for appropriate FTE/salary for RI, sponsored funding; Submit ePARs or prepare cost-transfers to correct distribution for faculty, staff, students. Pre-reviewer for effort certification (quarterly); Review all effort for faculty, staff, students; If incorrect, prepare and submit cost-transfers; Submit ePARs for all future FTE; Responsible for ensuring that all effort is certified in a timely manner.

Funding Sources: Responsible for overseeing all funding sources for Cellular Biology and Anatomy ' working closely with Accounting Assistant to maintain, reconcile, generate, provide monthly balances on all funding: Directly responsible for reconciling personnel, monthly, for all funding sources, projecting balances, submitting ePARs for personnel/distribution changes, cost-transfers; Prepare/submit/approve Budget Amendments.

Other Duties: Perform all other related duties/tasks as assigned.

Required Qualifications
Bachelor's degree in Business Administration or related discipline, along with three years of demonstrated administrative management experience OR Associate's degree, along with five years of demonstrated administrative management experience.

Knowledge, Skills, & Abilities
Knowledge of P&Ps and NIH and AHA grant guidelines
Excellent interpersonal, written and verbal communication skills
Ability to maintain confidentiality, complete work and meet deadlines
Proficient in Microsoft Office and other computer software/databases
Detail-oriented with strong accounting, organizational and prioritization skills

Shift/Salary/Benefits
Shift: Days; Monday - Friday (Work outside of normal business hours may be required)

Pay Grade: 20

Salary: $55,869/annually - $75,423/annually

Salary to be commensurate with qualifications of 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.

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/
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, please 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=254139&PostingSeq=1







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