Administrative Assistant 1

Job ID: 269289
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. We are part of the University System of Georgia.

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 serves as the Administrative Assistant to the Section Chief and faculty of GYN Oncology, as well as the GYN Oncology Fellowship Coordinator and works under the direct supervision of the Section Chief of GYN Oncology and OB/GYN Business Manager. This position is responsible for providing administrative, academic and operational support to the GYN Oncology Office and GYN Fellowship Program.

Responsibilities

The responsibilities include, but are not limited to:

• Provide administrative, academic and operation support to Gynecologic Oncology faculty members, fellows, and Cancer Center Service Line Department Administrator
• Prepare travel authorizations and reimbursements for faculty, fellows, and APPs
• Maintain confidential faculty administrative files in a secured location
• Maintain/update faculty CV in Augusta University required format-Process leave request
• Order the blocking and cancellation of clinics for physicians leave or off campus time
• Send notification to proper personnel regarding rescheduling/canceling patients
• Place all leave requests on GYN Oncology calendar
• Generate calendar for the nightly call schedule for GYN Oncology in QGenda and place call schedules on office message board-Maintain schedules and calendars. Correct any changes and send corrections to proper email groups.

Conference Coordination

• Handle incoming/outgoing calls in a professional manner
• Record messages accurately in detail to include correct name and telephone number
• Receive visitors in courteous and helpful manner
• Direct calls and visitors to appropriate personnel/location.

Section Chief Support

• Maintain very detailed Section Chiefs Outlook calendar and OR calendar-Monitor appointment calendar for conflicts and bring to the attention of the Chief
• Reminder Chief of scheduled appointments
• Assist with handouts, teaching material, posters and abstracts-Maintain travel folders, complete travel requests and expense statements
• Answer phone calls, take and deliver detailed messages
• Correspond with pharmaceutical reps and guest speakers
• Assist with recruitment of any open faculty positions (i.e., coordinating itineraries, candidate travel and expense reimbursements).

Fellowship Coordinator

• Provide administrative support and manage the day-to day administrative functions of the GYN Oncology Fellows
• Provide orientation to new fellows regarding fellows' affairs and accreditation issues
• Prepare and submit Program Information Form (PIF) to Medical Staff Office for credentialing
• Responsible for inputting fellows schedules and on-call schedules in QGenda-Schedule weekly GYN Oncology fellowship lectures and coordinate monthly meetings with fellow and director (and/or as needed)
• Assist Program Director with ACGME and ABOG accreditation report and site visit
• Manage American Board of Obstetrics and Gynecology and ACGME web-based reporting and documentation system, including certification process for those eligible to sit for boards each year
• Manage Electronic Resident Application System (ERAS), new ResidentCass System (once implemented) and National Resident Matching Program (NRMP) registration process
• Coordinate and supervise interview process, including applicant contacts; interviews with faculty, fellows, travel and housing applicants (when conducted in-person); otherwise, virtually.

Other Duties

• Perform all other related duties/tasks as assigned.

Required Qualifications

Educational Requirements

Associate's degree from an accredited college or university in a related field and a minimum of three years' progressively responsible experience in administrative support positions.

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and six years of progressively responsible experience in administrative support positions.

Preferred Qualifications

Preferred Experience

Four or more years' working in office environment; knowledge of GYN Oncology

Experience in online grant applications and web page maintenance

Self-starter, focused, highly motivated and productive

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

Must be dependable and reliable

Knowledge of transcription/dictation

Attention to detail and highly organized

Proficient in Microsoft Office and other computer software/databases

Previous administrative support experience in a medical office setting

Excellent verbal/written communication, interpersonal, and time-management skills

Ability to work independently; meet deadlines; work under pressure in a customer service environment

Shift/Salary/Benefits

Shift: Days/M-F

Pay Grade: 10

Salary Minimum: $15.00/hour - $17.02/hour

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

Recruitment Period: 4/8/24 - 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.

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=269289&PostingSeq=1

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