Office Specialist
Job ID: 298992
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 12,000 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 mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.
Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.
The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.
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 Medical College of Georgia (MCG) is one of the nation's largest medical schools by class size, with 304 students per class. The MCG educational experience is anchored by the main campus in Augusta, with regional clinical campuses for third- and fourth-year students across the state, and two four-year campuses located in Athens (in partnership with the University of Georgia) and in Savannah (in partnership with Georgia Southern University). MCG's expanding partnerships with physicians and hospitals across Georgia currently provide more than 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to approximately 575 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.
Job Summary
Ensure administrative support for the Department of Family Medicine with some latitude for exercising judgment and discretion. Provide technical guidance and direction, distribute workload as necessary, and coordinate special projects and functions. Provide all aspects of administrative support to the manager, faculty members, residents and students. Other areas include, but not limited to, p-card logs (if applicable), database/record maintenance, travel arrangements, Excel reports and PowerPoint presentations. Assistance may also be given in the area of classroom preparation and administrative support.
Responsibilities
The responsibilities include, but are not limited to:
Administrative Duties
Perform responsible administrative duties as follows:
Greet visitors, students and patients.
Compose memos and general letters.
Maintain and update faculty CVs.
Prepare reports, gather and compile information, perform calculations, and assist in the development of narrative information or graphic displays.
Assist faculty in researching articles.
Assist in the preparation of PowerPoint presentations for faculty, residents, and administrative staff.
Arrange and process travel for faculty, residents, and administrative staff along with the seminar registration and reservations for hotel facilities and airlines. Includes preparation and routing of Travel Request and Travel Expense Statement forms.
Maintain calendars for all assigned personnel, coordinate all aspects of meetings, serve as point of contact with outside agencies/societies.
Submit and validate faculty members' schedules via the Family Medicine scheduling database.
Process faculty members' license renewals, re-certifications, membership dues and subscriptions.
Prepare faculty's manuscripts for publication.
Assist with leave requests for faculty.
Maintain CME hour reporting system for assigned faculty members.
Correspondence
Maintain incoming correspondence and reports; check and compare with previous communication, bring to the attention of supervisor significant items, changes, errors, or omissions; prepare response for approval or signature of supervisor; determine priority of incoming material and route to appropriate personnel.
Sectional Duties
Duties associated with specific section to which Office Specialist has been assigned in Family Medicine (Student, Resident, or Business/Administrative).
Business Section:
Perform preliminary review of travel for faculty and staff. After final signature, make copies to distribute of approved travel authorizations and for file.
Perform preliminary review of travel reimbursement paperwork. After approved, make copies for file.
Type check requests as needed for the Business Office.
Back-up for Scheduling Coordinator.
Other miscellaneous duties as required for the Business Office.
Resident Section:
Noon Conference Coordinator (schedule lectures and lunches).
Schedule and manage the REC schedule for the residents on a weekly basis.
One45 input conferences for the residents for required attendance.
Schedule ALSO Course for interns and Eisenhower residents.
Set-up Orientation Schedule for new interns coming in in July (schedule conferences and speakers) and all other facets of this schedule for a month of required activities.
Student Section:
Proctor student exams.
Schedule clinical rotation schedules.
Review and release student grades for transcripts.
Facilitate student workshops.
Patient Management
Assist with patient management. Inform physicians and/or residents of outstanding medical records compliance issues.
Miscellaneous
Other miscellaneous duties as assigned by faculty and/or supervisor.
Perform budget reconciliation
Perform budget reconciliation, procurement, facilities management, and operational activities.
Order and maintain supplies for office and clinical use via Peoplesoft Requisitions, check requests, IDRs, etc.
Ensure orders are properly charged to departmental funds or one of many sponsored accounts. If charged to sponsored accounts, validate that charges follow grant guidelines.
Ensure expenses are appropriately charged to either departmental funds or sponsored funds. If sponsored funds, obtain final signature authorization from the principal investigator.
Required Qualifications
Educational Requirements
High school diploma, GED from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience OR Associates degree from an accredited college or university in a related field.
Knowledge, Skills, & Abilities
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
Shift/Salary/Benefits
Shift: Days/M-F
Pay Band: 3
Salary: $16.54/hour - $18.07/hour
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 5/22/26 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.
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!
Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.
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, 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=298992&PostingSeq=1
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