Administrative Assistant 1
ID: 7152687 (Ref.No. ej-4240043)
Posted: June 1, 2023
Application Deadline: Open Until Filled
Administrative Assistant 1
Job ID: 258209
Location: Summerville Campus
Full/Part Time: Full Time
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.
Augusta University - Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904
This position manages the daily administrative support operations of the Office of New Student & Family Transitions, including (a) planning, organizing, and managing the administrative staffing resources including the orientation reservation system, (b) serves as receptionist for the office operations including direct customer service to prospective students and their family members, (c) assists with budget planning and oversight, including purchasing and payroll for orientation leaders; and (d) supports program/event management for orientation, family weekend, and other programs managed by the office. This position supervises two (2) student assistant employees (e.g., recruits, hires, trains, manages, oversees time and absence), serves as the Director's administrative assistant (e.g., coordinates Director's schedule and other staff schedules), works on various projects and tasks, and is responsible for many aspects of the budget, including planning, oversight, and purchasing. The position also manages our employee records.
Responsibilities include, but are not limited to: Provides direct support to the Director and the Office of New Student & Family Transitions by planning, organizing and managing the administrative staffing resources, as well as program/event management for orientation, family weekend, and other programs: Manages the daily operations of the office, including scheduling appointments; Assists staff with program/event management to include logistical and food reservations; Manages the online Orientation (D2L) system by adding students and monitoring their progress; Process paperwork/epar for staff positions; Assists with coordination and record keeping of monthly orientation committee meetings; Maintains adequate copies and forms; Sorts and distributes incoming mail/correspondence to appropriate individuals; Prepares travel and expense statements for Director, Assistant Director, and Orientation Leaders; Maintains internal employee records, including vacation requests, hiring documents, and other employee information. Serves as primary receptionist for the Office of New Student & Family Transitions: Greets all guests to the office; Answers the phone, takes messages, transfers phone calls, and answers questions; Orientation and family weekend scheduling via online reservation system; Ensures students and family members complete appropriate forms utilizing computerized intake system. Assists with budget planning and budget oversight, including purchasing and payroll for Orientation Leaders: Participates in budget planning; Provides ongoing assessment of budget accounts; Generates monthly budget reports; Runs weekly budget reports to monitor status of all accounts; Reconciles orientation payments daily between online reservations and payment systems; Receives all purchases in PeopleSoft system and sign off on all P-Card purchases on-line in Works; Submits requisitions and check-requests; Manages and reconciles budgets to include the purchasing of office supplies, equipment, and furniture. Provide direct supervision for student assistants: Recruiting, Hiring, Training (e.g., scheduling, procedures), Supervising, Evaluating, Payroll (e.g., time and absence reporting). Other Duties: Perform all other job-related duties as assigned.
Associate's degree from an accredited college or university in a related field and a minimum of three years' progressively responsible experience in administrative support positions. OR High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization and six years of progressively responsible experience in administrative support positions.
Exemplary interpersonal skills and the ability to maintain a professional work environment. Ability to manage multiple projects while supervising work-study employees, answering phones, and scheduling orientation.
Knowledge, Skills, & Abilities
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, time-management, prioritization and multi-tasking skills.
Shift: Days; Monday - Friday
Pay Grade: 10
Salary to be commensurate with qualifications of the 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, Teacher's 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. Consider applying with us today!
Conditions of Employment
All selected 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. 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 their employment and beyond.
This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.
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 every day 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/ Search Job ID: 258209Select University Faculty & Staff > External Applicants if you are a candidate from outside the universitySelect 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, 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=258209&PostingSeq=1