Administrative Assistant 2

Job ID: 269794
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

*



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 10,500 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 mission and values make Augusta University an institution like no other. We are part of the University System of Georgia.

Location

Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

Job Summary

The Administrative Assistant II position will have a high level of responsibility in supporting the Director of Protocol and Special Events and the Special Events Coordinators with considerable latitude for exercising independent judgment and discretion. The position requires a great deal of multi-tasking and is deadline-driven. In addition, this individual will be responsible for assisting with budget tracking for a diverse and dynamic unit in support of a myriad of high-profile projects and events that must run seamlessly, reflecting great attention to detail and a commitment to the highest quality possible.

Responsibilities

Responsibilities include, but are not limited to:

Develop New Processes: Works closely with the members of the Protocol and Special Events team to review, evaluate and offer recommendations for improvement on forms and processes; Integrate new processes with existing ones for maximum success.

Office Supplies: Coordinates the purchase of office supplies and equipment inventory for the Director and Direct Reports.

Administrative: Provides executive level support for the Director to include communications to staff and outside vendors, coordinates and plans meetings, coordinates calendar scheduling, to include appointments, events, leave, travel, and information pertaining to other office staff's calendar of events/travel/personal leave.

Budgeting: Prepares and processes invoices, requisitions, purchase orders and other office forms and documents (event briefings). May monitor simple departmental budget, complete general bookkeeping duties, and reconcile accounts. Gather fiscal data and submit to appropriate person to support development of the departmental budget. Work directly with Director of Admin Ops. to ensure excellent financial stewardship of budget allocation and to determine financial needs.

Travel Arrangements: Assist Office of Protocol and Special Events Director and staff with travel arrangements, travel request and expenses, check requests, and other forms incidental to these responsibilities.



Event Planning: Administrative support for the Director for Protocol and Special Events to include communications, developing presentations; attending meetings with, or on behalf of, coordinating departmental planning and meetings; prepare and maintain database documentation with regards to the events and projects.

• Pull/Source/Compile invitation lists and work with DCM for distribution
• Create/Format/Review Briefing documents and logistical communications.
• Name badge printing/organization and preparation
• Manage RSVP list for all Presidential events.
• Miscellaneous Event tasks as needed/per event:
• Field all calls/questions regarding an event to attendees

Meeting/Conference/Committee Preparations Duties: Prepares materials and agendas for presentations as seminars, conferences, meetings, etc. including handouts, brochures, pamphlets, transparencies, name tags, reports, and the like. May assist at seminars, conferences and meetings as directed.

Committee support:

• Schedule meetings
• Create/format committee documentation and agendas.
• Create communications to committee.
• Meeting prep/setup to include presentations and technology.
• Attend/take notes at all meetings.

Communication: Receives incoming correspondence, checks, invoices, and compares with previous communication, composes routine correspondence, formats, and types of documents, proofreads, and edits draft material, determines priority of incoming material and routes to appropriate personnel. Monitors and maintains website, keeps resources, and links current.



Reservation and event supply management: Manages reservations for the Maxwell Alumni House and the sign-out process for event supplies to include communications with the requestor, completion of approval paperwork, and monitoring the condition of the facility and supplies post event.

Other duties as assigned: To include, but not limited to, occasional work outside normal business hours to support large scale events like commencement, support special projects committees for External Relations and serving as the building coordinator for Boykin Wright Cottage and the Maxwell Alumni House. Perform all other job-related duties as assigned.

Required Qualifications

Associates' degree from an accredited college or university in related field and four years progressively responsible experience in administration support positions

OR

High school diploma, GED, or equivalent from a recognized State or Federal accrediting organization and seven years of directly applicable experience.

Preferred Qualifications

Bachelor's degree from accredited college or university and previous experience in special events or a higher education setting.

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases.

SKILLS

Excellent interpersonal, written, and verbal communication skills.

Detail-oriented with strong organizational, prioritization and multi-tasking skills.

Shift/Salary/Benefits

Shift: Days; Monday - Friday



19.58

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 3/21/24 - 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 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.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

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.

Credit Check

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.

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 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 Opening ID: 269794

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=269794&PostingSeq=1

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