Administrative Assistant

Overview

Job Title: Administrative Assistant 3

Location: Augusta University

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 291378

Augusta University is Georgia's innovation center for education and health care. Our mission is to train the next generation of innovators, leaders, and healthcare providers across four campuses in Augusta and locations across the state.

Augusta University promotes a culture of real-world experiences, community engagement, and partnerships with corporate and government entities to address health, security, economic and societal concerns locally and statewide.

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

EEO and related information, policies, and guidelines are available through Augusta University and the University System of Georgia (USG). Please see the USG Core Values and Code of Conduct to understand the expected standards.

This position performs responsible administrative and secretarial duties of a complex and confidential nature in support of a Vice President, the Provost, or a Dean to relieve the supervisor of varied clerical and administrative responsibilities. It coordinates daily operations of Administrative and Medical staff, ensures compliance with AU policies and procedures as well as applicable external requirements, and supports budget and IT-related activities.

The role involves coordinating and communicating with Department Heads and managing confidential files, budgets, and IT security administration.

• COMPLIANCE DATA:
  Collect and analyze compliance data per federal VA, state DCH regulations, and The Joint Commission. Maintain licenses for professional staff and coordinate contracts with professional services/affiliations to meet requirements.
• MAINTAIN CALENDARS AND SCHEDULES:
  Coordinate schedules for the Executive Director, Associate Director, and Medical Director; arrange and document facility meetings; perform other duties as assigned.
• COORDINATE PERSONNEL ACTIONS:
  Manage personnel actions for all staff; verify documentation to HR; ensure HR and Occupational Health requirements are completed; manage leave in OneUSG; develop management reports; coordinate travel documents and expenses.
• MAINTAIN CONFIDENTIALITY:
  Handle confidential correspondence and sensitive information; interact with department heads, staff, veteran groups, officials, and families.
• COORDINATE IT NEEDS:
  Oversee IT needs and serve as facility IT security administrator; collaborate with IT support on projects; conduct staff in-services and training.
• ASSIST WITH BUDGET PREP:
  Interpret and analyze AU and DVS budget documents; analyze spreadsheets on budgets, salaries, events, and equipment; assist with decisions and recommendations; justify purchases.
• MONTHLY AND ANNUAL REPORTS:
  Maintain data, analyze and develop monthly reports; compile the facility annual report.
• PARTICIPATE IN WEEKLY MEETINGS AND KEEP MINUTES:
  Attend Department Head committee meetings; report data and participate in decision-making; maintain minutes.
• MAINTAIN POLICIES AND FORMS:
  Support development and maintenance of facility policies and forms; manage policy manuals on shared drives.
• PREPARES PROGRAM HANDOUTS AND EDIT MONTHLY NEWSLETTER:
  Develop/publish programs and invitations for ceremonies; edit the facility Vet Com newsletter.
• OTHER DUTIES:
  Perform other job-related duties as assigned.

Required: A Bachelor's degree from an accredited college or university with two years of progressive administrative support experience, OR an Associate's degree with five years of directly applicable experience, OR a high school diploma/GED with eight years of directly applicable experience.

Five years of extensive computer and MS Office experience (Word, Excel, Publisher, Access, Outlook); experience in office management in a health care facility; knowledge of AU policies and procedures, Georgia DVS structure, and People Soft & OneUSG systems.

• Knowledge: Proficient in Microsoft Office and related software/databases.
• Skills: Excelle…