Administrative Assistant 2
Job ID: 285773
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 Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.
Job Summary
Administrative support to the Associate Dean of Extramural Clinics, performing duties of a complex and confidential nature nature, including but not limited to visitor reception, telephone coverage, correspondence, documentation preparation, reserving classrooms, coordinating with classroom services, assisting with appointments, travel, and expense reimbursement, accounting, filing, various project assistance, and other duties as assigned. This position requires a high degree of professionalism, organizational skills, and the ability to handle sensitive information with integrity.
Responsibilities
The duties include, but are not limited to:
ADMINISTRATIVE SUPPORT: Provide advanced administrative support to the Associate Dean of Extramural Clinics (ADEC) and Vice Dean of DCG Savannah Campus, including managing calendars, emails, meeting schedules, document preparation, travel arrangements, and expense documentation and tracking for the Savannah Campus. Additionally, order office supplies and track projects. Maintain confidential records and ensure efficient documentation practices. Coordinate onboarding processes for new staff.
In conjunction with the Associate Dean of Extramural Clinics, assist in coordinating and implementing clinical activities at the Augusta site and DCG Savannah campus. The role supports the ADEC in strategic planning and integrated implementation of DCG clinical activities external to the main campus. This involves facilitating the organization of clerkship rotations, hygiene clinics, and the development of new DCG external clinic sites. Additionally, aid in the expansion efforts of DCG to Savannah, Georgia, and other extramural clinical sites, and helps identify and secure additional clinical service opportunities throughout Georgia.
The position also supports quality assurance and compliance initiatives within extramural clinical sites, helps establish collaboration training to ensure CODA compliance for students receiving academic credit for internal clinical activities, and implements policies and procedures to maintain standards of patient care consistent with DCG clinics.
Direct day-to-day operations of the administrative office of the Dean and make changes as needed; ensure efficient work coverage and responsible use of resources; develop and promote policies that ensure positive interaction between administrative staff and other personnel; work independently to review/determine administrative/operational courses of action; organize office to ensure workflow is streamlined and tasks are delegated appropriately.
TRAVEL: This role involves determining appropriate and cost-effective travel arrangements for Associates/Vice Deans. Responsibilities include ensuring that all travel authorization and reimbursement paperwork is completed promptly and submitted in accordance with established guidelines. Additionally, it requires preparing comprehensive travel packets and all necessary documents before each travel event, creating and tracking travel logs, and creating travel budget spreadsheets.
RECRUITMENT: Oversee and direct recruitment efforts on behalf of the Associate and Vice Dean; work with Executive Search to assist in hosting all recruits that report to the Dean or as needed, for all other DCG Savannah departments.
PROJECT ASSISTANCE: Provide support for various projects by maintaining records, drafting reports, and tracking program processes. Organize and coordinate events, including travel arrangements and logistics. Preparation of grant proposals by the Dean's Office, requiring the ability to proofread and edit own work. Preparation of course teaching materials and public presentation materials. The presence of the individual may be required in attendance to facilitate the function, requiring evening and weekend work; ad hoc projects may be assigned.
BUDGET MANAGEMENT: Monitor budget expenditure, track and process reimbursements, and prepare budget reports for the Savannah Campus and all its departments. Provide comprehensive support for the Savannah campus and manage the Vice Dean's budget accounts. Collaborate closely with the DCG Business and Finance Office to ensure all budgetary requirements are met.
COMMUNICATION: Act as a liaison between the Associate Dean and Vice Dean of Savannah and other departments, faculty, staff, external agencies, and the Augusta campus dean's office. Respond to requests for information and follow up on assignments. Serve as a liaison for DCG Savannah campus administration, including coordination with DCG Dean, Augusta University, and Georgia Southern leadership.
OTHER DUTIES: 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 four years of progressively responsible experience in administrative support positions.
OR
High School Diploma, GED, and seven years of directly applicable experience.
Preferred Qualifications
A Bachelor's Degree is preferred. Experience with database software (i.e. Banner). Additional related experience.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient computer skills in Word, Excel, Outlook, Adobe Acrobat, Banner, PowerPoint, Compliance Assist, eCurriculum, and Qualtrics.
Working knowledge of policies and procedures.
SKILLS
Excellent customer service skills and communication (including telephone).
ABILITIES
Ability to maintain confidentiality. Ability to multitask and handle a heavy workload. Ability to proofread with high-level accuracy. Proficient knowledge of bank account reconciliation. Ability to accurately compose, format, and edit correspondence and documents. Ability to quickly learn software. Ability to interact with a wide variety of people, including faculty, students, residents, deans, and staff across the university, as well as external callers and visitors.
Shift/Salary/Benefits
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/
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=285773&PostingSeq=1
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