Administrative Assistant 3 Office of the Provost
ID: 7189843 (Ref.No. ej-4748471)
Posted: October 31, 2023
Administrative Assistant 3 Office of the Provost
Job ID: 259701
Location: Augusta University
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
The Provost is accountable for the achievement of the university's strategic priorities, through actively engaging in planning and resource allocation to deliver tangible results and provide a foundation for future prosperity. The Office of the Provost is committed to:
- Enhancing academic quality in programs of instruction
- Fostering the development, improvement and recognition for the Augusta University faculty
- Driving services and programs that promote the success of our students
- Advancing processes that tie budgeting and effective resource allocation to our planning efforts
- Ensuring the University's infrastructure support functions provide support for the academic mission and contribute to the pursuit of academic excellence
The Administrative Assistant 3 provides executive level administrative support to the Office of the Provost, serves as the first point of contact, responds to a wide variety of situations in a timely manner, and represents the Office in the highest professional manner. Responsible for scheduling and coordination of meetings for the Executive Vice President for Academic Affairs and Provost and the AVP, Provost Operations. Responsible for managing travel for members of the office. Works closely with Executive Administrative Assistant to assure day to day operations of the office are handled effectively and efficiently.
The duties include, but are not limited to: Calendar & Schedule Management
Serves as the primary point of contact for all meetings or requests for the Office of the Provost. Maintains the calendar for the Executive Vice President for Academic Affairs and Provost and AVP, Provost Operations. Assures accurate and efficient appointment scheduling. Assists the Chief of Staff to assure timely scheduling of meetings, coordinating meeting space and making sure audiovisual needs are arranged as requested. Identifies and secures meeting and event locations for cost effectiveness and convenience of attendees. Maintains room reservations for the conference rooms in Boykin Wright Hall. Travel
Coordinates travel of the Office of the Provost to maximize time efficiency. Processes Travel Authorizations. Enters requests into the time tracking system (TimeNet) for the Executive Vice President for Academic Affairs and Provost. Works with travel agency to obtain flight arrangements for Office of the Provost. Travel Expense Statements and reimbursement requests. Responsible for ensuring compliance with all applicable state and institutional policies. Tracks reimbursement and logs receipts ensuring comprehensive travel records are maintained in accordance with internal audit requirements. Reception & Office Support
Fields telephone calls responding with information when needed or referring calls to appropriate resource when necessary; routes messages accurately and appropriately. Serves as first point of contact for the office for all visitors, directing meeting participants to meeting locations. Assists with set up of conference calls and Web-Ex presentations. Maintains Boykin Wright Hall facilities, submit work orders for repairs and general maintenance. Processes and tracks purchase requests, check requests, and IDRs. Maintains P-Card for purchases that are authorized. Orders and stocks supplies.
Copies and distributes correspondence (both in paper and via electronic means) including requests requiring the Provost authorization. Works with the Executive Administrative Assistant to maintain large complex record filing system. Accurately files documents for future retrieval. Responsible for insuring the integrity of all associated records. Other Duties
Perform all other related duties/tasks as assigned.
Educational RequirementsAn Associate's degree from an accredited college or university and five years of directly applicable experience. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and eight years' directly applicable experience.
Bachelor's degree from an accredited college or university and five years of directly applicable experience. Experience working in a higher education organization with a working nowledge of academic programs; Experience in management of accounts payable and accounts receivable.
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, prioritization and multi-tasking skills
Experience working at the executive level in support of a high paced, highly productive and efficient office
Pay Grade: 13
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 6/13/23 - Until Filled
Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. This position is not eligible for remote work.
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. 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/Select 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=259701&PostingSeq=1