Administrative Assistant 2

Administrative Assistant 2

Job ID: 302204

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

College/Department
Information

The Medical College of Georgia (MCG) is one of the nation’s largest medical schools by class size,
with 304 students per class. The MCG educational experience is anchored by the main campus in Augusta, with regional clinical campuses for
third- and fourth-year students across the state, and two four-year campuses located in Athens (in partnership with the University of
Georgia) and in Savannah (in partnership with Georgia Southern University). MCG’s expanding partnerships with physicians and hospitals
across Georgia currently provide more than 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 approximately 575 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 Business Manager 2. This position is
responsible for providing administrative, academic and/or operational support to the Business Manager 2 and faculty members of the Division
of Hematology/Oncology in the Department of Medicine. The duties include supporting Encore Grant ($1.5M a year grants) and supporting
clinical trials paperwork as needed by the Pl, faculty recruitment visit itineraries preparation, CME event coordination and execution. This
position is responsible for assisting Wellstar Faculty and APP’s travel and leave coordination, providing administrative support to RadOnc
by processing travel documentation and check request as needed, maintaining outlook calendars for AU assigned faculty, assisting with phone
triage, telephone/visitor management and performing other duties as assigned. This position is responsible for back-up coverage for other
positions within the section as needed.

Responsibilities

The responsibilities include, but are not limited
to:

Administrative, Academic, and Operational Support
Provide administrative, academic, and
operational support to the assigned Hematology/Oncology faculty and Business Manager.

Coordinate meetings and maintain Outlook
calendars for assigned HemOnc faculty members.

Update the wRVU and CAPSA spreadsheets with information provided by the Business
Manager.

Provide support for NCORP grants ($1.5M/year)

Provide support for clinical trial grants to assist P.I.

Order
office and research supplies within Health eSHOP for physicians.

Assist the Business Manager with faculty and APP recruitment and
onboarding.

Prepare paperwork to create or update faculty and staff positions within the division, including faculty/staff position
description forms, position classification forms, position review forms, etc.

Recruitment coordination – manage job postings, review
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 CVs to include converting new faculty CVs 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.

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 Wellstar
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.

Customer
Service and Telephone/Visitor Management
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.

Other
Crosstrain and serve as a back-up for other positions within the Division of
Hematology/Oncology.

Perform other 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 a High School diploma/GED from a recognized State or Federal accrediting organization and seven years progressively
responsible experience in administrative support positions.

Preferred Qualifications

Experience in academic hospital
services, student affairs, student services, or auxiliary services section of higher education; strong human resources ability; financial or
budget aptitude.

Knowledge, Skills, & Abilities

Ability to maintain confidentiality.

Detail-oriented.

Excellent interpersonal, verbal, and written communication skills.

Proficient in Microsoft Office and other computer
software/databases.

Highly organized, focused, excellent oral and written communications, excellent office procedure skills,
proficient computer skills and transcription/dictation and good work ethics.

Typing: 40-45
wpm

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: B5

Salary Range: $17.88/hourly – $21.92/hourly

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

Recruitment Period: 8/17/26 – 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 complete 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 judgement 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 everyday 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!

Applicants are encouraged to tailor their resumes to the
position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how
your background aligns with the qualifications and responsibilities of the role.

“>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=302204&PostingSeq=1

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