Administrative Assistant 2

Augusta University • Augusta, GA

48d • $18 - $22

About The Position

Position is sole support for Chair of Department of Pediatrics who also serves as Pediatrician-In-Chief of the WellStar Children's Hospital of Georgia. Responsible for providing administrative support to the Chair and the department which is of a complex nature. Individual will also be responsible for coordinating ongoing local, state and national conferences.

Requirements

• Associate's 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 progressively responsible experience in administrative support positions.
• Ability to maintain confidentiality.
• Excellent interpersonal, written and verbal communication skills.
• Proficient in Microsoft Office and other computer software/databases.
• Detail-oriented with strong organizational, prioritization and multi-tasking skills.

Responsibilities

• Provide administrative support to Department Chair and Department of Pediatrics leadership on a daily basis. Responsibilities include but are not limited to: maintaining calendar, arranging/coordinating meetings, taking minutes, answering phone, triaging calls, composing/typing correspondence, greeting visitors, etc.
• Order and maintain office supplies for department administrative offices. Adhere to all purchasing card guidelines and submit monthly reports of all transactions. Reconcile office supply budget on a monthly basis.
• Coordinate all aspects of faculty promotion and tenure process. Notify faculty of eligibility and work closely with P&T Committee to prepare appropriate documents for submission.
• Assist department administration with various tasks which include but are not limited to: maintaining faculty and division files, reconciling and maintaining equipment inventory, completing IT/telecommunication work orders, collecting, logging and processing various financial forms, creating and distributing weekly schedule for department meetings/conferences, distributing monthly reports and data to divisions, reconciling various financial reports, completing facilities requests and following to completion.
• Coordinate and oversee faculty candidate interview process. Work with division contacts to create itineraries/agendas, make travel arrangements, arrange meetings, etc. for prospective faculty.
• Coordinate/oversee coordination of conference/meetings/ events for department to include annual departmental retreat, visiting professor lectureships, consultant visits, Grand Rounds, etc. Assist with arranging speakers, ordering meals, tracking participation (e.g., CME), etc
• Assist Chair in publishing and/or editing textbooks, manuscripts, journal articles and in preparing presentations. Requires extensive attention to detail to insure accuracy.
• Coordinate travel arrangements for Chair which includes but is not limited to: booking hotel reservations, processing registration, preparing travel requests and travel expense statements, arranging flights, etc.
• Coordinate completion of forms/documents required of Department of Pediatrics faculty members and staff to include: OA1s/OA2s, travel forms, publications, clinic cancellations, Medical Administrative Service logs, property loan agreements, etc.
• Facilitate annual faculty evaluation process.
• Coordinate and oversee the OPPE process. Work with the division contacts to track metrics and complete forms twice a year.
• Develop, evaluate and implement office procedures.
• All other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees