Office Specialist

Office Specialist

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.

The Office Specialist will coordinate the administrative activities for divisions within the Department of Pediatrics. Responsibilities include fiscal management of accounts and providing all administrative and operational support for multiple divisions.

The responsibilities include, but are not limited to:
General Office Duties Greet visitors, answer, and triage telephone calls, providing correct responses to a variety of questions (routing and non-routing) about the office operations and/or policies/procedures and direct individuals to the appropriate resource when questions exceed knowledge. Provide phone coverage for other divisions as needed and requested. Time Keeping Maintain timekeeping tracking log for faculty/staff; ensure completion of leave requests;

provide administration with timekeeping tracking log on a monthly basis. Events Assist with special events as needed. Administrative Support Provide administrative support to the division(s), including but not limited to: faxing; maintaining files; organizing office; assisting division chief, faculty and staff in developing procedures to improve division functions; attending appropriate division/department meetings, preparing agendas, recording minutes for distribution to faculty/staff in a timely fashion;

assisting faculty /staff with meeting deadlines; entering call schedule into the call system; assisting with grant document preparation and obtaining articles. Correspondence Distribute incoming correspondence on a daily basis, check and compare with previous communications, compose routing correspondence, format and type documents to include but is not limited to: presentations, grants, manuscripts, abstracts, etc., prepare forms/documents used for Augusta University support services to include but is not limited to budgets and routing sheets, IDR's, check requests, remittance authorizations, etc.,

proofread and edit draft material, determine priority of incoming material and route to appropriate personnel. Administrative Duties Create, access, and maintain various databases in coordination with the faculty members. Assist faculty with completion/submission of various documents, forms, and reports. Prepare written and presentation materials for superiors, gather and compile information, perform calculations. May prepare spreadsheets or other reports or presentation materials such as PowerPoint, and otherwise assist in the development of narrative information and graphic displays.

Meetings Schedule group and individual meetings to include determining availability of all attendees, sending notifications, reminders, determining and reserving meeting location, coordinating catering and preparing forms for reimbursement for expenses. Calendars Maintain group and individual faculty calendars; maintain conference room schedule; coordinate requested meetings and assist with recruitment process by coordinating applicant travel and interview itineraries. Budgetary Support Provide budgetary support to division including but not limited to: managing accounts (RI supply budget, grants, contracts, alumni/foundation accounts, etc.)

to include reconciling and balancing monthly reports; working with DSPA to ensure proper grant budget management and compliance; tracking budget and expenses and assisting with reimbursement for faculty staff and various vendors. Reconcile People Soft ledger reports on a monthly basis and provide information on account status to leadership. Travel Make travel arrangements for faculty and staff. Prepare necessary paperwork for travel approval and expense reimbursement.

Purchasing Initiate purchase requisitions and coordinate with the purchasing office as appropriate. Gather data and/or prepare routing information related to purchasing office related…