Administrative Assistant 2 at Augusta University in Augusta, Georgia

Job Description:

Administrative Assistant 2




Job ID: 272405

Location: Augusta University

Full/Part Time: Full Time

Regular/Temporary:



*







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 than10,500 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 on-line 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 on-line 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 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


This position will serve as the Administrative Assistant to the Chairman of Emergency Medicine Medical College of Georgia. The selected candidate will work with the Chairman and manage the calendar for the chair daily, complete travel forms, and establish clinic schedule(s). The individual will interface with colleagues worldwide and will correspond, providing a positive image of the department. Additionally, they will be expected to draft correspondence and documents including letters of recommendation to support the Chairman. Faculty recruitment will be coordinated to include setting itineraries, coordinating interviews, making reservations etc. The Administrative Assistant 2 will submit faculty updates through the PACT system and will coordinate promotion and tenure process for the department.



Responsibilities


The responsibilities include, but are not limited to:




Admin



Calendar of the Chairman (scheduling meetings, confirming daily calendar for clinical, education and research); answer department phone line and forwarding calls as needed to faculty/administrative staff


Provide administrative assistance for the Administrative Services Director.



Liasion



Works as a liaison with other departments as well as faculty recruits to include preparing interview schedules, flights, lodging, and all items related to faculty candidate visits; Provide escort to departmental visitors to include faculty recruits, grand round speakers (if needed).



Chairman support



Draft correspondence and documents including letters of recommendation to support the Chairman.


Coordinate clinical schedule with the Chairman an department scheduler, compare Chairman schedule with Outlook schedule to ensure schedules are correct.


Schedule faculty meetings, clinical leadership and research/education leadership meetings, prepare agenda, take minutes;


Draft MAS time sheet for chairman



Assist Faculty



Reconcile leave requests and the Qgenda schedule system. Email and track faculty with delinquent medical records or delinquent training. Working with the Department Research Director develop monthly awards/publication spreadsheet for faculty; Prepare biweekly Chairman's Department communication.



P&T committee



Submit awards/publications/presentations in PACT system for individual faculty.


Schedule P&T committee meetings, acting liaison between faculty and P&T Committee; Assist faculty with P&T application preparation; schedule faculty evaluations with Chairman and department leaders; Prepare faculty evaluations for Dean's Office;


Review clinical faculty renewals and prepare documentation to renew or terminate appointments.



Interviews



Department liaison for faculty candidates and department; Serve as first line communication (liaison) to faculty candidates , coordinating interviews, itineraries, flights lodging, etc.) Coordinate faculty resignations and retirement celebrations.



Travel



Prepare travel authorizations, arrange travels (hotels, flights, etc.) for Chairman and concierge medicine providers; Prepare travel expense statements for reimbursement for chairman and concierge medicine providers. Prepare OA1 forms for chairman.



Documentation



Serve as notary for the department.


Coordinate with all incoming faculty to ensure documentation is complete, office space is identified and labeled on the door, business card are printed, faculty profile completed for website. Provide phone coverage for other admins in the department.



Other duties



Perform other duties as assigned.



Required Qualifications




Educational Requirements



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 a high school diploma, GED or equivalent from a recognized state or federal accredited organization and seven years of directly applicable experience. A bachelor's degree is preferred.



Preferred Qualifications




Additional Preferred Qualifications



Exemplary interpersonal skills and the ability to maintain a professional work environment. Ability to manage multiple projects while supervising student employees, answering phone and business process.



Knowledge, Skills, & Abilities




ABILITIES



Commitment to the development of a student-centered residential campus environment


Depth of understanding of diversity and inclusiveness and how to communicate and action our AU values


Ability to respond to sensitive inquiries


Demonstrated project management skills


Demonstrated team experience


Exhibits professional code of ethics


Proficient in the MS Office Suite


Punctual in all job duties



Shift/Salary/Benefits


Shift: Days/M-F


Pay Grade: 12


Salary Minimum: $15.06/hour - $19.58/hour


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


Recruitment Period: 5/21/24 - 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.


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, 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=272405&PostingSeq=1

















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