Administrative Assistant 1
Job ID: 279013
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
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 works under the direct supervision of the Department Administrator. This position is responsible for providing administrative, academic and/or operational support to the Department Administrator and faculty members of the Division of Hematology/Oncology in the Department of Medicine. Position is in the work area that is subject to frequent interruptions and the ability to focus and multi-task is a must. Duties will also include faculty recruitment visit itineraries preparation, CME event coordination and execution. This position is responsible for ordering office and research supplies through Health eShop, travel coordination, correspondence management, serve as an Editor for OneUSG Time and Absence, maintain Outlook calendar for all assigned faculty, assist with phone triage, telephone/visitor management and perform other duties as assigned. This position is responsible for back-up coverage for other positions within the section as needed.
Responsibilities
Responsibilities include, but are not limited to:
ADMINISTRATIVE: Provide Administrative, Academic and Operational Support to the assigned Hematology/Oncology, Faculty and Department Administrator

• Coordinate meetings and maintain Outlook calendars for assigned HemOnc faculty members and assist in handling the calendar of the Hem/Onc chief.
• Post all approved physicians and physician extenders leave / travel requests in the Cancer Service Line Outlook calendar.
• Update the wRVU and CAPSA spreadsheets with the information provided by the department administrator.
• Provide support for physician business correspondence.
• Order office and research supplies within Health eShop for physicians.
• Assist the Department Administrator with faculty and APP recruitment.
• Prepare paperwork to create or update faculty and staff positions within division including faculty/staff position description forms, position classification forms, position review forms, etc.
• Recruitment coordination - manage job postings, reviewing resumes/CVs, coordinating staff interviews, create faculty candidate itineraries and coordinate all aspects of the interview process, including visit date(s), hotel reservations, coordinating meals/catering, and serving as point of contact throughout interview dates.
• Maintain faculty CV's to include converting new faculty CV's to MCG format, educators portfolio and other information.
• Assist faculty in completing packet for re-credentialing, promotion, tenure processes, and annual evaluation.
• Make new files and folders; create new forms; scan documents and photos; create PowerPoint slides; type check requests, key requests, and item surplus requests.
• Prepare paperwork for observership as requested.
• Distribute mail, faxes, and run errands on campus i.e. Cancer Clinic, Sickle Cell Center, Georgia Cancer Center, Department of Medicine, Dean's office, Grants and Contracts and etc.

FINANCIAL COORDINATION:

• Providing financial support for existing/planned operations.
• Responsible for processing Radiation Oncology faculty and APP reimbursements.
• Prepare all check requests and IDR's, validate funding source, and submit to business manager for approval.
• Ensures compliance with AU state appropriations, grant accounts, MCG and AU Foundation and AUMA policies when applicable; monthly reconciling of all supply and travel financial information ensuring that all expenses are allocated correctly; work with Business manager to eliminate possibility of Budget Checking (BCM) errors for division by using financial forecasting strategies and proactively managing all assigned accounts.
• Print comprehensive financial report and Foundation reports of Division PeopleSoft accounts and MCG Foundation accounts monthly.
• Review phone charges monthly to ensure accuracy.
• Ensure funds availability for all expense requests from RadOnc faculty and AU and Wellstart APPs allocations.

TRAVEL AND TRAVEL EXPENSE COORDINATION:

• Coordinate, prepare and process faculty travel authorization, travel expense statements, registration, leave requests, and OA-1 forms.
• Coordinate APP and other staff travel if necessary.
• Trouble shoot issues relating to travel and travel expense statements.
• Ensure that all paperwork is completed and finalized within two weeks of departure date.
• Prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly.
• Obtain travel reimbursement documentation from faculty member.
• Maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of each fiscal year.
• Coordinate faculty travel to outreach clinics.

ACADEMIC CLINICAL:

• Provide back-up to administrative assistant to enter complex faculty and fellows in-patient schedule rotations in the Blue, Brown and Purple inpatient units.
• Provide back-up to enter changes in the Cancer Center Infusion Center schedule and ensure changes are entered in the calendar and updated in Qgenda and Box at all times.
• Serve as back up for entering faculty and HemOnc fellows schedule iin Qgenda.
• Assist in mailing letters to reerring physicians; maintain referring physicians database.

FACILITIES MANAGEMENT:

• Maintain accurate inventory on equipment, computer, space and telecommunications ensuring that records are kept up to date and organized.
• Prepare moving requests and ensure that all computer, laptop, i-Pads loan agreements are renewed annually in time for the annual inventory.

CUSTOMER SERVICE:

• Coverage of primary phone line, direct calls, answer questions, assist and direct visitors in a professional manner.
• Record messages accurately in detail to include correct name and telephone number.
• Page all faculty and fellows with necessary information.

OTHER DUTIES:

• Cross-train and serve as a back-up for other positions within the Division of Hematology/Oncology.
• Perform all other job-related duties as assigned.

Required Qualifications
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
Recent work experience in an educational program and academic office setting.
Knowledge, Skills, & Abilities
ABILITIES
KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases
SKILLS
Highly organized, focused, excellent office procedure skills.
Transcription/dictation and good work ethics. Typing: 40-45 wpm.
Excellent interpersonal, written, and verbal communication skills
Detail-oriented with strong prioritization and organizational skills
Shift/Salary/Benefits
Shift: Days; Monday - Friday
Pay Band: B2
Salary Minimum: $15.77 - $18.30
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 11/7/24 - 11/14/24
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 Job Opening ID: 279013
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=279013&PostingSeq=1
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