Administrative Assistant 2 - Physiology

Job ID: 277143
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 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 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 Department of Physiology's focus is the framework of the body's cells, organs and systems, how they work, and how abnormal function leads to disease. The department is dedicated to outstanding research and excellence in education. Our federally funded scientists study some of the nation's top killers like cardiovascular disease and hypertension, and train independent, creative, productive scholars and PhD graduates, who publish in top tier journals and who are competitive for positions wherever they choose to go. The department offers programs leading to the PhD degree. By virtue of their interdisciplinary training, the department's graduates compete successfully for positions in medical schools, universities, government, and industry.

Job Summary

This position provides executive level support to the Chairman of Physiology and the Department Administrator and is responsible for completing various tasks associated with daily office operations. This position will be a member of a senior administrative team employing a successful overlapping integrated administrative services approach.

Responsibilities

Responsibilities to include but not limited to:

Chairman and Administrator Support: Maintain files, correspondence, and all appointments for Chairman as requested; schedule reservations and prepare itineraries; compile/populate information for various reports/assignments as requested by Chairman/Administrator; serve as liaison between Chairman and other faculty and staff; coordinate/schedule meetings regarding Chairman activity, including but not limited to, grants preparation/maintenance, monthly faculty meetings, and chair advisory meetings; and disseminate policies/procedures/general communications on behalf of the Chairman and Department Administrator.

Seminar Program: Assist faculty with the preparation of departmental seminars and journal club meetings to include coordinating the seminar speaker's travel arrangements and preparing the itinerary for their visit; coordinate meals for meetings and ensure timely setup; assist with escorting the guest speaker to their meetings; and maintain rosters for events in which meals are served.

Financial Responsibilities: Accurately prepare and submit check requests, SAR's, and W-9s in relation to departmental programs and travel reimbursements; maintain good record-keeping of items submitted; follow-up with appropriate offices to ensure paperwork is processed timely; reconcile departmental accounts as requested by Administrator (i.e. seminar budgets).

Travel Oversight: Coordinate/assist in completion of travel paperwork (Travel Authorization, Travel Expense, OA1 and OA2 forms) for faculty and trainees and ensure travel policies and procedures are followed; maintain good records of travel paperwork; stay apprised of travel policies and in coordination with the Department Administrator communicate policy revisions/updates to the department.

Time Tracking: Process faculty and staff leave requests; maintain primary oversight in OneUSG by recording all exempt/non-exempt leave; review the time tracking entries for accuracy; and correspond with faculty/staff regarding time errors and facilitate resolution.

Purchasing: Coordinate purchasing of departmental supplies and maintain the departmental supply closet; assist the administrative team as needed with purchasing responsibilities and p-card allocation/reconciliation (primarily the purchasing responsibilities are related to the Chairman's research laboratory and the administrative office); and review and provide account balances as requested by the Department Administrator.

Clerical Tasks: Answer phones, distribute mail, and perform other routine office duties as assigned.

Promotion and Tenure: Responsible for initiating promotion, tenure, pre-tenure and post-tenure reports in Interfolio and assist faculty as needed with working in the Interfolio program; maintain faculty employment/personnel folders as directed by the Chairman and Administrator.

Instruction Support: Assist faculty with administrative functions related to teaching program requirements; accurately use Banner and Pounce.

Webpage Development and Special Projects: Maintain the departmental web pages in coordination with MCG Operations and perform a quarterly review of pages to ensure content is current; assist with special projects as requested.

Other: Perform other related duties as assigned.

Required Qualifications

Associate degree from an accredited college or university in a related field and a minimum of four years' progressively responsible experience in administrative support positions, including two years at the Administrative Assistant 1 level.
OR
High School Diploma, GED, or equivalent from a State or Federal accrediting organization and seven years' progressively responsible experience in administrative support positions.

Preferred Qualifications

Previous experience with supporting executive leadership, PeopleSoft, OneUSG Connect, and Banner is preferred. Familiarity with AU travel policies and forms as well as a working knowledge of AU, AUMA, and MCG Foundation financial policies and procedures is ideal.

Knowledge, Skills, & Abilities



Proficient in Microsoft Office and other computer software/databases.

SKILLS

Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong organizational, multi-tasking and customer service skills.

ABILITIES

Ability to maintain confidentiality. Must demonstrate a high level of initiative. Ability to prioritize and manage conflicting deadlines. Ability to learn and master technology including databases.

Shift/Salary/Benefits

Shift: Days; Monday - Friday.

Pay Grade: B5

Salary Range: $17.88 - $21.92 hourly.

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.

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/ Search for Job ID: 277143.

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=277143&PostingSeq=1

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