DCG Dean's Office Coordinator
ID: 7191367 (Ref.No. ej-4759809)
Posted: November 3, 2023
DCG Dean's Office Coordinator
Job ID: 265305
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.
Our Health Sciences Campus:
1120 15th Street, Augusta, GA 30912
Our Summerville Campus:
2500 Walton Way, Augusta, GA 30904
The Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.
Performing duties of a complex and confidential nature, exercising discretion and independent judgment in matters of significant importance, to relieve and assist the Dean of the Dental College of Georgia with varied administrative responsibilities to facilitate appropriate management of the Dental College of Georgia. Makes knowledgeable recommendations to the Dean on proper courses of action. Advises Department Chairs on matters related to the Dean, Dean's office and the Dental College of Georgia. Assists Dean with developing, disseminating and implementing school policy. Represents the Dean's Office and is a direct reflection of the Dean. May require some evening and/or weekend work outside of regular business hours, both in and away from the office setting.
The duties include, but are not limited to:
Prioritization of Matters for Deans Attention
Read Deans e-mails to prioritize issues and ensuring appropriate responses to requests from Board of Regents and/or AU Administration, as well as all other matters, are attended to timely. Discerning when direct response is appropriate or necessary and then responding on behalf of the Dean. Keeping abreast of all matters coming in/going out of the Deans office to make knowledgeable recommendations to Dean on appropriate course of action.
Management of Dean's time and calendar, ensuring time for priority issues is allocated and all deadlines are met and meetings attended. Preparation of support documentation for all activities. Securing other administrative faculty to represent when Dean is unavailable.
Determining appropriate and cost effective travel arrangements for Dean. Ensure that all travel authorization and reimbursement paperwork is completed in a timely matter and submitted within established guidelines. Prepare travel packets and all documents needed before each travel event. Secure appropriate Acting Dean representative when Dean is not on campus or available.
Confidential Documents, E-mails, and Correspondence Mgmt
Review all incoming documents, e-mails, and correspondence, including confidential information, and discerning when direct response from the Administrative Associate is appropriate or necessary and then responding in the Deans name and in the Deans stead. Must provide diplomatic and accurate oral and written communication. Enduring compliance with all HIPAA and FERPA issues of a highly confidential nature involving the Deans Office. Assisting with disseminating and ensuring compliance of Dental College of Georgia policies and protocols through/from the Deans Office.
Preparation of grant proposals by the Deans Office, requiring ability to proofread and edit own work; Preparation of course teaching materials and public presentation materials; Participate in the coordination of special events, off-campus faculty functions, and school-wide functions, including decisions regarding the planning and coordination of agendas, venues, menus, appropriate guest lists, entertainment, invitation and caterer selections, and any other related issues that are involved for various events/functions. Such events include meetings and events hosted by the Dean for faculty development, recognition, donors, school-wide faculty functions, staff functions, community functions, events hosted at Deans home, and other occasions that may arise. The presence of the individual may be required in attendance to facilitate the function, requiring evening and weekend work; Ad hoc projects assigned.
Administrative Support to the Dean
Preparation and distribution of meeting agendas and taking/transcribing official meeting minutes for high level DCG administrative councils, Chairs council and Deans meetings. Attend meetings and/or functions at Deans request and/or as a representative of the Dean. Make office and dean requested purchases using dean account funds through operations office. Reconciliation of purchases/accounts.
Supervises and delegates tasks to other administrative staff and DCG communications coordinator in the Deans Office. Responsible for approving and coordinating time off, trainings, workload and assistance with all the other functions and events planned in the Deans office. Organize and co-ordinate Lunch and Learns and other employee engagement opportunities that are managed through the Deans Office.
Manages and pre-approves Deans direct reports monthly leave in the campus wide One USG reporting systems using appropriate Deans Office calendar reporting system.
Serving as secondary contact for providing primary coverage for Deans Office multi-line phone system and ensuring coverage when unavailable. Provide backup support for approval and coordination of two conference rooms which are used campus-wide for multiple purpose.
Perform any and all other necessary duties as assigned.
Bachelor's degree from an accredited college or university, along with four years of progressively responsible administrative/management support experience OR Associate's degree from an accredited college or university, along with seven years of progressively responsible administrative/management support experience, to include supervisory experience OR High school diploma, GED or equivalent from a recognized state or federal accredited organization, along with twelve years of directly applicable experience. Proficient in MS Office products (Word, Excel, PowerPoint, Outlook, Quicken) - Possess excellent customer service skills, telephone etiquette and organizational skills.
Masters Degree from an accredited college or university. Supervisory experience. Proficient in Microsoft Office products: Word, Excel, and PowerPoint; Outlook; Quicken.
Possess excellent customer service skills, telephone etiquette and organizational skills.
Knowledge, Skills, & Abilities
Proficient computer skills in Word, Excel, PowerPoint, PeopleSoft, Quicken, and Microsoft Outlook; Ability to learn additional software programs as needed. Excellent customer service skills, telephone etiquette and organizational skills. Ability to effectively interact with a variety of people, including faculty, deans and staff across campus, as well as external callers and visitors to the Dean's Office. Working knowledge of school's policies/procedures. Ability to multi-task and handle heavy workload. Ability to proofread with very high level of accuracy. Ability to accurately compose, format and edit correspondence and documents. Ability to work evenings and/or weekends when necessary. Professional, executive dress and demeanor required.
Decisions to ensure effective calendar management, communication flow, and problem-solving skills. Ability to work with minimal supervision. Appropriate and accurate dissemination of information into/out of Dean's Office. Confidential handling of information, including that regarding faculty, staff, residents and students.
Shift: Days/M-F (work outside of the normal business hours will likely be required of an employee in an exempt level position)
Pay Grade: 15
Salary: Minimum $38,913.00/Annually - Midpoint $52,533/Annually
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 11/2/23 - Until Filled
Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
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 candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
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.
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!
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, 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=265305&PostingSeq=1