Administrative Assistant 1
Job ID: 279909
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 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 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 is responsible for providing executive level administrative support to the Chair of the Department of Obstetrics and Gynecology and indirect support to the Department Administrator and Business Manager including, calendar management, travel, faculty evaluations, and promotion and tenure. The duties include, but are not limited to: make travel arrangements and prepare travel expense statements; serve as point of contact for patient calls, taking accurate messages and documenting calls; assist Chair with special projects and perform all other tasks in a timely and accurate manner in compliance with all AU policies and departmental guidelines.
Responsibilities
The responsibilities include, but are not limited to:
Provide direct specialized administrative support to the Department of Obstetrics

• Plans/coordinate appointments, quarterly department faculty and executive committee meetings and special events
• Maintain confidential faculty administrative files in a secured location
• Maintain Chair's calendar. Review for accuracy and changes
• Prepare Annual report, Monthly Dean Report, Chairs letters for students choosing OB/GYN
• Former Fellow verifications
• Screens/triages calls and voice mail. Greets and assists planned guests and manages unannounced visitors
• Creates and distributes annual calendar for the Department
• Coordinates faculty evaluations

Coordinate travel arrangements and reimbursements for Chair:

• Complete leave and travel request upon receipt of information and other forms incidental to these responsibilities
• Prepare travel expense statements and submit for reimbursement

Coordinate all Department faculty recruiting activities, including mass mailings, reply correspondence, visit scheduling, and faculty appointment and privileges forms.

• Coordination of interviews and specific interviewers are scheduled as recommended by the Department Chair
• Schedule appointments, arrange transportation needs, reserve lodging, make dinner reservations, prepare itineraries

Initiate and coordinate promotion and tenure procedures annually as directed by the Dean's Office.

• Update faculty database and review for faculty eligibility for promotion and/or tenure
• Notify faculty of their eligibility and provide them with proper guidelines for submitting dossiers
• Keep in contact with Chairman of Department of Promotion and Tenure Committee keeping him appraised of who and #'s of faculty seeking promotion and/or tenure

Function as information base for entire department personnel.

• Answer questions or obtain information in a courteous and pleasant manner
• Disseminate information to personnel as need arises (sometimes can be as often as hourly)
• Liaison for activities both on and off campus

Assist the Chair preparation of reports, manuscripts, abstracts, chapters, grants, manuscript reviews, and other documents as requested. Maintain system for tracking duties.
Other Duties

• Perform all other related duties as assigned.

Required Qualifications
Educational Requirements
Associate's degree from an accredited college or university in a related field and a minimum of 3 years of progressively responsible experience in administrative support positions OR High School, GED or equivalent from a recognized state or federal accredited organization and 6 years progressively responsible experience in administrative support positions.
Knowledge, Skills, & Abilities
ABILITIES
Ability to maintain confidentiality
Detail-oriented
Excellent interpersonal, verbal, and written communication skills
Proficient in Microsoft Office and other computer software/databases
Shift/Salary/Benefits
Shift: Days/M-F
Pay Band: 2
Salary Minimum: $15.77/hour - $18.89/hour
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 12/5/24 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/
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=279909&PostingSeq=1
jeid-46dca1e33c39da4a8fa81c43447f4576