Office Specialist
Job ID: 291797
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 12,000 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
Job Summary
This position provides administrative support for the Institutional Biosafety Committee, Institutional Chemical Safety Committee, Radiation Safety Committees, and various Subcommittees. Processes, tracks, and maintains files for protocol requests for use of Biological and Chemical agents. Provides office assistance in support of the Environmental Health and Safety Division to include completion of travel forms, procurement process, performing data entry, completion of reports, coordinating office equipment repair, completion of personnel actions, and file maintenance. In support of the Institution Biosafety Committee, processes and tracks the disposition of faculty research protocols; uploads data into the biosafety database; coordinates locations and parking for committee meetings; maintains committee files.
Responsibilities
The duties include, but are not limited to:

COMMITTEE FUNCTIONS: Organize/coordinate and maintain documentation for the Institutional Biosafety Committee, Institutional Chemical Safety Committee, AU Radiation Safety Committee, and various subcommittees. Obtain approval for minutes, distribute agenda, and create documentation for meetings. Process renewal of membership and membership appointments as needed for these committees. Organize and set up meeting locations.
TRAVEL FORM PROCESSING: Prepare Travel Requests and Travel Reimbursement forms within two days of receipt, verify forms are completed within established policy, resolve any discrepancies, and track to completion.
PROCUREMENT: Process requests for procurement of office and technical supplies. Document and maintain subscription orders and contracts. Maintain monthly P-Card Transaction Log. Maintain routine supplies in stock. Contact vendors as needed for information or services. Complete necessary paperwork and data entry in a timely manner and obtain approval signatures prior to obligating funds. Order high priority items on same day as requested. Track delivery dates, receipt, and resolve discrepancies in orders as needed.
FILING: Maintain requested filing systems to include personnel files in an orderly accessible fashion and maintain copies of all outgoing documentation.
OFFICE FUNCTIONS: Interactions with faculty, staff, students, visitors, and vendors by phone or in person are necessary daily. This position provides backup assistance for incoming lines for the Division and as receptionist for office visitors. Responsibilities include contacts appropriate staff members immediately for emergency response of incidents to include fire, radiation spill, biological spill, personal injury, or indoor environmental quality. Communication and coverage are conducted in a helpful, courteous, and efficient manner and within established guidelines. Telephones are to be answered by the third ring and transferred, when necessary to the appropriate personnel.
PROTOCOL PROCESSING: Initiate triennial renewal of biosafety protocols. Tracks protocol expiration dates. Generates Triennial Assist document for each investigator and contacts investigators to request renewals prior to protocol expiration. This department initiative supports a commitment by the institution to the National Institute of Health.
Process protocol requests for use of Biological and Chemical agents. Process DSPA /OHRP/eIRB requests for approval for Biosafety. Complete proper documentation for distribution to the Biological/Chemical Safety Officer, AVP, and Committee/Subcommittee members and document tracking while in progress. Data entry into spreadsheet of approved Principal Investigators and process sublicense and appropriate memorandum to notify parties of completion.
ADMINISTRATIVE SUPPORT: Provide administrative support to the Biosafety and Chemical Safety Offices.
Assists Supervisor, AVP/RSO, Director, Office Manager, and other EH&S staff.
HUMAN RESOURCE FUNCTIONS: Assist in coordination of interviews for position vacancies. Arrange interview schedules, complete itineraries, distribute documentation, greet candidates and provide overview information, and obtain job references.
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.
OR
High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.
Other Required Qualifications
Valid Driver's License.
Preferred Qualifications
Knowledge of AU Policies and Procedures. Graduation from an accredited college or university with an Associate's degree from an accredited college or university including course work in subjects related to performance of position, supplemented by excellent oral and written communication skills, computer applications, typing skill of 45 wpm, and two years administrative experience.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases.
SKILLS
Detailed-oriented with strong organizational, prioritization, and multi-tasking skills.
Excellent interpersonal, written and verbal communication skills
Typing skills of 45 WPM
ABILITIES
Ability to maintain confidentiality.
Shift/Salary/Benefits
Shift: Days/M-F
Pay Band: B3
Salary: Minimum $16.54/hour
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.
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.
Driver's License Statement
The Human Resources Division will request a driver's history report for the identified top candidate(s) for this position. We will initiate this through our Background Check Vendor; this report will come from the Department of Motor Vehicles. The selected candidate must have a valid driver's license.
Other Information
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=291797&PostingSeq=1
jeid-d1575fccc81e674388688001db0a531d