Business Operations Specialist

Job ID: 270134
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. We are part of the University System of Georgia.

Location

Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

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

The Department of Pediatrics is actively seeking a full-time Business Operations Specialist to perform high level decision making and is responsible for overseeing all day-to-day operations for multiple general and subspecialty divisions with the Department of Pediatrics. The position will support all areas of the AU mission (i.e., education, research, patient care and administration) which includes but is not limited to: performing HR functions, monitoring financial activities, ensuring compliance with all institutional policies and procedures and creating efficiencies within the divisions. Must demonstrate initiative, resourcefulness, and problem solving skills in applying a detailed knowledge of the responsibilities, functions and underlying structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow.

Responsibilities

Responsibilities include, but are not limited to:

ADMINISTRATIVE: Prepare necessary paperwork to create or update faculty and staff positions within division (i.e., faculty and staff position description forms, position classification forms, position review forms, etc.). Create job postings for faculty and staff positions in OneUSG and PeopleFluent. Manage job postings within OneUSG and PeopleFluent, review submitted resumes/CVs, coordinate staff interviews with position supervisor, interview staff applicants, assist administrative support staff or create faculty candidate itineraries (coordinate visit date(s), arrange travel, book lodging, coordinate lunch and dinner plans, place catering order), serve as point of contact throughout interview dates, review interview evaluations for faculty and staff, create interview evaluation and upload necessary forms to OneUSG and PeopleFluent, input forms into OneUSG and PeopleFluent, and provide input on final candidate selection. Perform all HR related functions for multiple divisions to include recruitment, training, performance monitoring, employee relations, supervision/coaching, evaluation, etc. of all administrative staff positions. Supervise Office Associate/Office Specialist and other administrative staff positions within division. Serve as general crisis manager/problem solver. Review and resolve routine administrative related questions and issues and provide input regarding new or revised administrative procedures. Participate in strategic planning for assigned divisions. Provide staff direction and guidance on department policies, procedures, and tasks.

FINANCIAL: Maintain records and manage files/documents in a timely, well-organized manner. Review account reconciliation for divisions, to include monitoring supplies, travel, and personnel expenses. Assist with budgetary planning for divisions, provide oversight and monitoring. Assist administrative support staff with budgeting and monitoring for various accounts as needed with commitment accounting changes (AU, AUMA, Foundation, grants, etc.). Review all expenses and related documents for division (e.g., RAs, TES, CR, IDRs, Foundation ck. requests, etc.). Review check requests, travel authorizations and other AU forms for accuracy. Monitor pre-payroll reports for faculty and staff funding changes. Pull and review all division AUMA ledgers in McKesson/Strata system. Work with Business Manager 2 on CFTE changes for division faculty. Review and approve all p-card purchases in Works, review and sign-off on monthly statements for division. Enter appropriate ePARs for salary changes, FTE changes, distribution changes, extra duty pay, FMLA, leave without pay, etc. Prepare documentation related to contracted care (e.g., physicians, APPs, etc.). Prepare necessary invoices and check requests for onboarding and moving expenses for new faculty members within the division.

OPERATIONAL: Establish department policies and procedures. Work with divisions and other departments (DSPA, Budget, Dean's Office, Foundation, Compliance and Audit, Risk Management, etc.) to insure operations meet compliance and follow policies and procedures Complete annual space inventory for assigned divisions. Complete annual equipment inventory for assigned divisions. Work with administrative support staff regarding space issues with new faculty and staff as needed. Assist with and co-leading monthly staff meetings with Business Manager 2, Administrator, etc. Attend meetings and training sessions as needed at AU (i.e., HR training, town hall meetings, etc.). Review and approve time in timenet system for biweekly and exempt faculty and staff.

RESEARCH: Serve as liaison with DSPA and CTO. Participate in pre and post award grant/contract activities to include preparing grant related documentation and working with PIs on various processes (e.g., routing through eSPRoute, completing authorizations to budget, budget transfers, cost share forms, cost transfers, etc.). Provide oversight and assist faculty and staff with quarterly effort reports by ensuring accuracy and serving as final approver for all effort reporting.

EDUCATION: If fellowship program exists within assigned division, position will supervise fellowship program activities in conjunction with Department of Pediatrics Residency Program office and MCG GME office.

OTHER DUTIES: Performs all other job-related work as required/assigned.

Required Qualifications

Bachelors degree from an accredited college or university in Business Administration or a related discipline and one year administrative and/or management experience

OR

Associates degree from an accredited college or university and two years of relevant experience

OR

High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization and three years administrative and fiscal management experience

Knowledge, Skills, & Abilities

Excellent customer service, interpersonal, multitasking, organizational and verbal/written communication skills; Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records and make independent decision; detail-oriented. Knowledge and direct experience in financial and budgetary practices, fiscal data administration as well as compliance and records management.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (work outside of the normal business hours will likely be required of an employee in an exempt level position)

Pay Grade: 15

Salary Minimum: $38,913 - Midpoint: $52,533

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

Recruitment Period: 3/29/24 - 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.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

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 Job Opening ID: 270134

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=270134&PostingSeq=1

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