Administrative Assistant 3

Augusta University

Job ID: 249380
Location: Augusta University
Full/Part Time: Full-Time
Regular/Temporary: Regular

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 9,000 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.

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 Graduate School aims to provide a rich intellectual, academic and research environment for educating students to become leaders in the discovery, dissemination, and application of knowledge. To help facilitate this, our graduate faculty members are selected based on experience in research, scholarship and education. They are drawn from the faculties of Augusta University's College of Allied Health Sciences, College of Arts, Humanities and Social Sciences, Hull College of Business, Dental College of Georgia, College of Education, College of Science and Mathematics, College of Nursing, School of Computer & Cyber Sciences and the Medical College of Georgia. Class sizes are small, and the faculty excels in cultivating and modeling supportive, collegial and professional relationships with students. With outstanding programs in Allied Health, Biological and Computational Mathematics, Biomedical Sciences, Bimolecular Science, Biostatistics, Business, Computer and Cyber Science, Education, Intelligence and Security Studies, Medical Illustration, Nursing, and Public Administration- earning a graduate degree from Augusta University is time well spent!

Job Summary
This position is critical for the progression of The Graduate School operations and efficiencies as it will focus on important administrative duties and serve as a direct support to the leadership of the Graduate School team. The Administrative Assistant Ill provides administrative support to the Dean, Vice Dean, Assistant Dean, and Director. This position maintains files, databases and other relevant records. Additionally, this position screens calls and responds to or routes routine inquiries from external and internal sources with the appropriate correspondence or messaging to the appropriate individual. This position schedules and coordinates meetings, travel and other activities, and serves as the primary lead on departmental administrative support for the unit.

Responsibilities
Responsibilities include, but are not limited to:

Direct Support to Senior Leadership of The Graduate School (TGS)
Primary lead departmental administrative support position.
Provide and/or oversee support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
Serve as the communication hub of the department by communicating information from TGS leadership team to others, collecting and organizing information requested by the leadership team to others
Assist with managing calendars - providing availability, scheduling meetings, securing rooms,coordinating food orders, etc.
Prepare documents and correspondences for upcoming meetings and events including, but not limited to: Biomedical Sciences PhD Recruitment & Admissions Committee, Resiliency workshops, 3MT, staff meetings, graduate council meetings, etc.
Assist TGS to achieve its mission by coordinating complex processes associated with work specific to the department, such as working independently to organize processes involving multiple individuals or units, and providing departmental services requiring the use of discretion and independent judgement in making decisions
Direct administrative support for the summer STAR program - scheduling of workshop rooms, lunch orders, communications, etc.
Assist with the creation, formatting, implementation and distribution of new program and policy forms
Coordinate travel for senior leadership; Maintain and distribute as needed up-to-date program, faculty and student contact lists
Update and manage departmental files, as appropriate
Assist with the entry of critical information into appropriate databases - Student Learning Outcomes,Curriculog, Unit Goals, etc.
Assist with TGS-wide events by serving as the lead on key logistical details - complete mandatory forms and paperwork for events
Maintain TGS office events calendar
Obtain equipment, services and supplies needed by TGS by maintaining an inventory of office supplies and notifying leadership of ordering needs
Research information, compile statistics, gather and compute various data as needed; prepare special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
Collect and analyze data and prepare reports, charts, and other presentation materials utilizing word-processing, spreadsheets, and/or specialized software.
Establish, update and maintain unit's files, inventories and records .

Primary Support for TGS Councils & Committees
Compile courses and program proposals and attachments from Curriculog for review by the committee
Prepare, update, and manage tracking sheets for monthly meetings
Prepare forms for monthly meetings
Distribute information and communications to the committee, as needed
Coordinate scheduling of faculty members and committee meetings
Ensure proposals are included correctly for Graduate Faculty Council meetings
Oversee schedule, booking of rooms, and invitation of guests
Provide administrative suooort to the curriculum subcommittee (take minutes, record actions, follow-up
Serve as administrative support to the Graduate Council
Coordinate monthly meetings, prepare the agenda, take minutes, maintain correspondences andmeeting packets
Manage graduate faculty appointment process and maintain over 300 graduate faculty records for the Graduate School
Track status for new graduate program proposals, new/revised courses and curriculum revisions, track approval process, maintain appropriate record.

Other Duties
Perform other related duties as assigned.

Required Qualifications
Bachelor's degree and 2 years of progressively responsible administrative support experienceORAssociate degree and 5 years of directly applicable experienceORHigh School Diploma/GED and 8 years of directly applicable experience

Knowledge, Skills, & Abilities
Ability to maintain confidentiality

Excellent interpersonal, written, and verbal communication skills

Proficient in Microsoft Office and other computer software/databases

Shift/Salary/Benefits
Shift: Days; Monday - Friday
Pay Grade: 13
Salary: Minimum $16.19/hour - $21.63/hour
Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position.
Recruitment Period: 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 Requirement Retirement), 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 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 completed 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.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during the course of 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! 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, please 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=249380&PostingSeq=1



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