Administrative Assistant 2

  • Augusta University
  • Augusta, GA, USA
  • Nov 15, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description

Administrative Assistant 2

Job ID: 251295
Location: Augusta University
Full/Part Time: Full-Time
Regular/Temporary: Regular

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

College/Department Information
The Office of External Relations is responsible for strategically enhancing the profile, reputation and advancement of Augusta University through meaningful relationships and partnerships with key external stakeholders. Our team cultivates opportunities that support AU's mission, vision and values by developing new strategies and partnerships in government relations, philanthropy, alumni and community engagement, volunteer services, protocol and special events.

Job Summary
This position will perform administrative and operations functions for the Associate VP of External Relations (ER) and the Division of External Relations, exercising independent judgement and discretion, and have a high level of responsibility in calendar scheduling, scheduling meetings, campus visits, assisting with distributing communications, and assisting with logistics for VIP guests. Discretion, discernment, good judgement and confidentiality are of the utmost importance. The position requires a great deal of multi-tasking and excellent communication skills. In addition, this position will be responsible for assisting the Associate VP and direct reports regarding travel arrangements, creating reimbursements for travel and processing foundation reimbursements, all while having great attention to detail and a commitment to the highest quality possible. There will be opportunities to grow in this position, coordinating projects and events for External Relations Division.

The duties include, but are not limited to:

Executive Level Support
Provide accurate, timely, and proactive executive level support for the Assoc.VP of External Relations and the Division of External Relations, including prepping Associate VP for meetings and assisting with special projects and campus tours. Create meeting agendas to distribute in advance of meetings.

Travel Arrangements
Assists the AVP and direct reports with travel arrangements including travel authorizations, travel expenses, and check requests. Works with Director of Admin Ops. for timely submission and budget approvals.

Calendar Management
Proactively maintains the AVP's calendar to include: coordinates calendar scheduling, to include appointments, events, personal leave, travel and information pertaining to other office staff calendar of events/travel/personal leave. Manage time off requests and add to calendars for AVP and AVP's direct reports.

Maintaining Documents
At the direction and assistant of the Director of Admin Ops, prepare all p-card invoices, travel request, departmental reimbursements and check requests to include all foundation request. Prepares and processes invoices, requisitions, purchase orders, contract cover sheets, and other office forms and documents.

Responding to Communications
Respond timely to all email/voice requests and handle accordingly. Provides accurate responses to a variety of questions about the department's operations or policies, and direct customers to the appropriate resource when questions exceed knowledge. Answering office phones and delivering outstanding customer service.

Receives incoming correspondence, checks and compares with previous communication, composes routine correspondence, formats and types documents, proofreads and edits draft material, determines priority of incoming material and routes to appropriate personnel.

Support other Departments
Provides occasional front desk coverage and serves as backup for in-person and telephone for the Office of External Relations and President's Office. Provides accurate and timely responses to a variety of constituents and discerns where queries should be appropriately resourced to others.

Other duties

All other duties as assigned.

Required Qualifications
Associate's degree from an accredited college or university in a related field and 4 years progressively responsible experience in administration support positions; or a High School diploma, GED or equivalent from a recognized State or Federal accrediting organization and 7 years progressively responsible experience in administrative support positions.

Preferred Qualifications
Bachelor's degree from an accredited college or university in a related field and 5 years progressively responsible experience in administration support positions.

Knowledge, Skills, & Abilities
Ability to work independently to solve problems, handle confidential information, and navigate sensitive situations. Ability to maintain confidentiality. Requires adaptability, good judgement and initiative. Ability to multi-task and think creatively.

Excellent oral, written, and grammatical communications skills. Proficient in Microsoft Office and other computer software/databases. Excellent interpersonal, organizational skills, attention to detail, analytical abilities. A high energy level, integrity, and sincerity. Strong organizational and time management skills.
Shift: Days/M-F

Pay Grade: 12

Salary: Minimum $15.06/hour - $19.23/hour

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

Recruitment Period: 11/4/22 - 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.
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 everyday 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!

If you need further assistance, please contact us at 706-721-9365

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