Administrative Assistant

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://(Use the "Apply for this Job" box below). make Augusta University an institution like no other.

Job : 294518

Location: Augusta University (Health Sciences Campus: 1120 15th Street, Augusta, GA 30912; Summerville Campus: 2500 Walton Way, Augusta, GA 30904)

Full/Part Time: Full Time

Regular/Temporary: Regular

Job Summary: Provide administrative support to the Department of Medicine's Chairman's office, to include the department's Chairman, Senior Administrator, and subspecialty division managers. Responsible for overseeing the day‑to‑day operations of the Chairman's office, in addition to being the primary point of contact for the Chairman and the office.

Serve as primary point of contact for the DOM & Chairman's office; greet visitors, screen calls, sort mail. Provide admin support to Chairman, Sr. Administrator, & subspecialty division managers. Support department's academic, research, patient care, & service agendas. Directly support the Chair by maintaining calendar & scheduling meetings, prepare travel & documents, compose correspondence & format/type documents, correspond important information with division chiefs & faculty/staff.

Manage MAS reports. Coordinate Grand Rounds including the master schedule for the year, contacting divisions for presenters, contact presenters to obtain necessary information & paperwork, coordinate CME credits for presentations, order & coordinate with caterers for lunches, send calendar appointments, set up & prepare for each presentation with flyers/reminders/sign in sheets. Assist with Promotion & Tenure to include contacting eligible faculty, handling of packets, arrange committee meetings, & serve as liaison.

Assist with faculty development/mentoring program. Coordinate & collect materials for faculty appointments; copies of offer letters & appointments; submit faculty resignations. Work with staff to have faculty evaluations completed annually. Coordinate & collect materials for clinical faculty appointments.

Responsible for ordering supplies for the office. Prepare necessary invoices, check requests, and travel reimbursements for the Chair and Senior Administrator. Process all check requests and reimbursements for Grand Rounds participants and vendors.

Provide department staff direction and guidance on departmental policies, procedures, and tasks. Maintain administrative, fiscal, and faculty/staff records; keep confidential records updated and organized. Manage departmental conference room calendar and assist with IT support for room as needed. Maintain office supplies and equipment inventory. Update the department's webpages as needed. Update and maintain accurate departmental staff and faculty listings. Assist with coordinating monthly Chair and Division Chief meetings for the department.

All other duties as assigned.

Associate's degree from an accredited college or university in a related field with 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 with a minimum of seven years of progressively responsible experience in administrative support positions.

Ability to maintain confidentiality
Detail‑oriented
Excellent interpersonal, verbal, and written communication skills
Proficient in Microsoft…