Job Description

Administrative Assistant 2
Job ID: 290450
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 Augusta University College of Education and Human Development is committed to being a relevant, responsive, and respected organization with a keen focus toward high impact work in the community. Our faculty, students, and alumni are committed to improving lives and expanding opportunities through the comprehensive study and effective practice of education. Through bachelor's degree, master's degree, doctoral degree, and professional development programs, we cultivate innovative educational leaders, advance health practices through research in kinesiology, explore the most important questions in public education, and share exciting ideas and best practices across the world.
Job Summary
This position will provide administrative support to the Department Chair and Faculty.
Responsibilities
The duties include, but are not limited to: ADMINISTRATIVE ASSISTANT TO THE DEPARTMENT CHAIR: Support the Department Chair with daily administrative and operations functions and tasks as required. Such as, managing the Chairs Outlook Calendar, scheduling meetings, taking messages, sending communications, and taking minutes in meetings. DEPARTMENT BUSINESS OPERATIONS: Work with the Business Operations Specialist regarding a variety of fiscal year administrative tasks related to budget, purchasing, grants, department employment, payroll, travel, etc. Reconciles and maintains monthly budget reports for the department. Orders all supplies and equipment for the department; this includes office supplies, class supplies and equipment; and computer equipment, hardware, and software. Enters routine and non-routine PeopleSoft requisitions for all purchase orders. Maintain healthy working relationships with multiple vendors. Requests quotes for requisitions, submits invoices after the successful receipt of orders. Also maintains the Purchase Card for urgent or last-minute office supplies or equipment and conference registration fees. Maintains accurate files and records for each purchase. Reconciles Purchase Card statement and expense reports each month. Assists department faculty with college grant and/or campus program awarded monies to assure that the monies are expended appropriately. Assists with faculty the completion of Travel Authorization forms and Travel Expense Statements to assure accuracy before documents are shared with the Travel Office for processing. Process paperwork to submit Foundation check requests for appropriate reimbursement. Process Inter-Departmental Requests (IDRs) as needed. Act as the point of contact for internal and external purchasing vendors.
ACADEMIC SUPPORT: Coordinate interview schedules for faculty and staff candidates. Conduct interviews, train, assign work, and review the work assignments of graduate assistants hired on a semester-by-semester basis. Attends monthly departmental meetings; transcribes notes and takes minutes. Serve as a liaison between the full-time and part-time faculty to streamline requests made to the Registrar's Office (classroom and event scheduling, graduation applications, approved course overrides, transient permissions, etc. each semester). This also includes Academic Admissions. FACULTY SUPPORT: Serve as a liaison between the full-time and part-time faculty to streamline requests made to Information Technology to troubleshoot faculty offices and classroom computer hardware and software concerns. This includes Internet outages, telecommunication, and classroom audiovisual support. Spring Part-time Faculty Offer Letters/ Summer Faculty Offer Letters/ Fall Part-time Faculty Offer Letters - accurately compose/edit/share/follow-up/receive/compile/distribute Offer Letters, Additional Pay Memos, and Extra Duty Pay Form for appropriate part-time instructors and for appropriate summer faculty. Entered monthly payroll reports for part-time faculty (based upon recorded Affordable Care Act hours provided and the academic class schedule) and oversee full-time faculty leave through the time reporting leave entry system: OneUSG Connect.
OPERATIONS SUPPORT: Establishes, updates, and maintains laptop/computer and equipment inventories and records; this includes activity supplies and equipment. Coordinates surplus requests with Property Control for dated, poor condition and/or inoperable department equipment. Submits work request forms for Facilities Operations for maintenance services within the department and coordinates maintenance. OFFICE SUPPORT: Greets visitors, answer, and direct phone calls, provide appropriate responses to a variety of routine and nonroutine questions concerning the office's operations and/or policies, and directs individuals to appropriate resources when applicable. Directs students and prospective students' questions/concerns via email and phone to appropriate program coordinator. Perform prioritization of work requests to include handling last-minute deadlines efficiently. Utilize independent decision-making when coordinating meetings. Demonstrate effective problem solving and decision-making skills when dealing with student issues. Responsible for completing all AU monthly and annual training requirements. Participate in monthly college administrative meetings and monthly college staff meetings. Maintains student files; includes filing and purging of materials. Maintain working knowledge of office equipment (Scanners, Copiers, and printers). Perform prioritization of work requests to include handling last-minute deadlines efficiently. Utilize independent decision making when coordinating meetings. Demonstrate effective problem solving and decision-making skills when dealing with students. Responsible for completing all AU monthly and annual training requirements.
OTHER DUTIES: Perform all other job-related duties as assigned.
Required Qualifications
Associates 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 from a recognized State or Federal accrediting organization and seven years of progressively responsible experience in administrative support positions.
Preferred Qualifications
Three years of Administrative Assistant experience. Experience working with budgets and financial support. Experience and knowledge of AU grants procedures and approval processes.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases.
SKILLS
Strong computer skills
Strong written and oral communication skills, organizational skills, and outstanding people skills.
ABILITIES
Ability to work independently to perform complex tasks.
Resourcefulness in conducting office operations efficiently to facilitate and support the mission of the College.
High ethical standards and ability to maintain confidentiality.
Sensitivity to the needs of students and the College's educational role.
Commitment to USG policies governing operations.
Flexibility as processes change.
Shift/Salary/Benefits
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
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=290450&PostingSeq=1
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