Administrative Assistant 1

  • Augusta University
  • Augusta, GA, USA
  • May 24, 2024
Full time Assistant, Secretary & Executive Assistant

Job Description


Administrative Assistant 1

Job ID: 272308
Location: Augusta University
Full/Part Time: Full Time


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.


The University System of Georgia 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 and can be found online at


Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at



Augusta University -

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

College/Department Information

The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 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 more than 500 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

This position works under the direct supervision of the Section Chief and Business Manager II. This position is responsible for providing administrative, academic, and /or operational assistance to the Section Chief, and current 10 faculty members and 6 APP's within the division. This position is responsible for travel coordination, correspondence management, conference coordination, and agenda preparation, maintaining outlook calendar(s) for faculty, telephone/visitor management, and additional duties assigned. This position is also administrative back-up for the pulmonary fellowship program as needed.



Responsibilities include, but are not limited to:


ADMINISTRATIVE: Provide administrative support to the Pulmonary/Critical Care Chief, Business Manager, and is assigned to 10 faculty members to include: Answer phones, direct calls, take messages, and answer questions. Maintains and monitors the divisions supply budget. Reconciles other departmental budgets (ie: research, and start up accounts). Completes monthly leave calendars for all faculty. Assist with monthly effort reporting for all faculty. Maintains the on-call rotation schedule. Creates and maintains the faculty calendar for monthly service rotations. Assist with faculty recruitment; Maintains the departmental website. Complete check requests, key requests, IDR's, transcribe dictations, prepare recommendation letters etc. Coordinates and submits required paperwork for all observerships for the division. Coordinates and manages vendor fairs for the divisions on a quarterly basis.


ACADEMIC: Maintain up to date assigned faculty CV's, to include converting new faculty CV's to MCG format. Maintain files for BLS/ACLS cert., licenses, DEA, CV's and for assigned faculty. Maintain photos/graphics files and biographical sketches for each assigned faculty. Coordinate faculty recruitment (i.e make travel arrangements, schedule appointments, complete itinerary per BOR requirements). Assist with faculty credentialing and re-credentialing. Complete request for education grants from various sources in accordance to policy and procedure. Assist fellows and assigned faculty with publications to include typing, revising, and submitting. Assist faculty/fellows with research grants and/or IRB submissions. Locate, retrieve or request journal articles


TRAVEL/LEAVE COORDINATION: Coordinate, prepare and process fellow travel and leave requests which includes: Prepare all required forms (ie. Travel request, check request). Process request for leave and/or call changes (off-campus, annual, sick, etc.). Coordinate travel arrangements if necessary. Assess clinical coverage needs. Ensure all coverage arrangements have been finalized before submitting to the Section Chief for final approval. Ensure all paperwork is complete and finalized within 2 weeks of departure date. Prepare expense statements upon return.


CLINICAL ADMINISTRATION: Ensures clinic cancellations have been entered in the system to minimize scheduling issues. Assist with monthly rotation schedule changes, clinic cancellations, urgent emergency consults, and Friday Continuity schedules. Assist with CF Projects when needed. Assist with rescheduling of patients when emergencies arise.


OTHER DUTIES: Perform all other job-related duties as assigned.


Required Qualifications

Associate's degree from an accredited college or university in a related field and three years progressively responsible experience in administrative support positions.




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.


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.



Shift: Days; Monday - Friday


Pay Grade: 10


Salary Minimum: $15.00 - Midpoint: $17.03


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, 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! Search Job Opening ID: 272308

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

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