Administrative Assistant 1

  • Augusta University
  • Augusta, GA, USA
  • Dec 21, 2022
Full time Other Administrative Positions

Job Description


Administrative Assistant 1

Augusta University

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 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 Department Administrator. This position is responsible for providing administrative, academic and/or operational support to the Department Administrator and faculty members of the Division of Hematology/Oncology in the Department of Medicine. Position is in the work area that is subject to frequent interruptions and the ability to focus and multi-task is a must. Duties will also include faculty recruitment visit itineraries preparation, CME event coordination and execution. This position is responsible for ordering office and research supplies through Health eShop, travel coordination, correspondence management, serve as an editor for OneUSG Connect Time and Absence, maintain Outlook calendar for all assigned faculty, assist with phone triage, telephone/visitor management and perform other duties as assigned. This position is responsible for back-up coverage for other positions within the division as needed.
Responsibilities include, but are not limited to:

Administrative, Academic and Operational Support to Hematology/Oncology Faculty Members, Fellows, Department Administrator, and the Cancer Service Line:
Assist Department Administrator with various Cancer Service Line academic and service line activities. Provide administrative support to four to five Hematology/Oncology faculty members as assigned and provide general assistance to the division. Maintain faculty calendars, set up appointments and meetings for the Director of the Cardio-Oncology Program, Director of the Palliative Care and as requested by other faculty members. Transcribe physician business and medical correspondences, dictations, etc. Order on-line items and research supplies for physicians. Create PowerPoint slides and organizational charts, type letters, abstracts, book chapters, and edit manuscripts. Coordinate transportation for marketing trips. Create various forms and prepare various excel spreadsheets. On-line search for journal articles. Assist in conference coordination, training sessions and lecture set up. Assist in setting up courses and training sessions. Assist in faculty, APP, and staff recruitment. Assists faculty in completing packet for promotion, educators portfolio and annual evaluation. Generate invitations, list, and other correspondence for special events etc. Complete on-line registrations for Physicians to attend lectures, conferences, etc. Place all personnel leave and absences on Hematology/Oncology calendar. Enter faculty leave calendar in OneUSG Connect and other providers in TimeNet. Assist other personnel from clinic and research center with information. Maintain up to date Faculty CV's to include converting new faculty CV's to MCG format and NIH biosketches and update annual information in PACT. Assist faculty with re-credentialing and promotion and tenure processes. Assist with publication submissions for each assigned faculty; prepare paperwork for observership as requested. Update faculty and staff position classification form (PCF). Serve as a point of contact for the exchange visitor, providing updates in a timely manner and following up with both parties (IPSO and the visitor). Keeping detailed records/notes on each visitor throughout the visa process. Assist in faculty annual evaluation. Assist in equipment, computer and space inventory. Maintain records of outside professional activities OA1 and OA2.

Print monthly various PeopleSoft reports for sponsored project accounts, AUMA cost center and RI/GME accounts (grant administrator, project status report, budget transaction details, budget status report, etc.). Reconcile sponsored accounts (NIH grants) CME and RI accounts for the Hem/Onc admin office ensuring accuracy of transactions and rectifying errors as needed. Complete prior approval forms for faculty recruitment, food purchase, travel to outreach clinic and etc. Review and validate data for faculty recruitment, food purchase, travel to outreach clinic, etc. Complete check requests, IDRs, telephone/key requests, and others as needed. Send in requisitions for multiple vendors in e-Healthy Shop. Maintain a spreadsheet of AUMA cost centers for individual faculty and residents to track their respective expenditures. Prepares AUHS check requests and trouble shoots related issues with AUHS Accounts Payable office. Coordinate with administrative staff in each division for accurate and timely submission of reimbursement requests, travel authorizations, travel expense statements and other transactions relating to their respective physicians. Respond to AUMA billing office inquires/issues in a timely manner

Travel/Leave Coordination:
Coordinate, prepare, and process faculty travel authorization, travel expense statements, registration, leave requests and OA-1 forms. Coordinate APP and other staff leave if necessary. Ensure that all paperwork is completed and finalized within two weeks of departure date. Prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly. Obtain travel reimbursement documentation from faculty member. Maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of each fiscal year. Coordinate faculty travel to outreach clinics

Conference/Meeting Coordination:
Understand the new process of getting summary of physicians CME credits. Assist in the coordination of the Annual Georgia Cancer Center Symposium. Assist coordinate registration and preparation of nursing educational credits. Communicate with drug reps and pharma liaison for sponsorship to CME events, Hem/Onc expo, Cancer Center Symposium series and training for faculty. Arrange/book meeting venues, meet with caterers and review menus. Ensure event venue is ready i.e.: seating arrangement, visual aids, exhibit area, make flyers, etc. Ensure all payments and registration forms are received from sponsors. Assist in preparation of brochures and handouts

Customer Service and Telephone/Visitor Management:
Handle incoming and outgoing calls in a professional manner. Record messages accurately and in detail to include correct name and telephone number. Page all faculty and fellows with necessary information. Receive visitors in courteous and helpful manner. Direct/triage calls and visitors to appropriate personnel/location

Special Projects and Delegated Tasks:
Assist in obtaining information and completion of the curriculum inventory. Submit consultation requests for J-1/H1B visa to IPSO as well as completion and submission of application to IPSO. Web page maintenance. Assist in onboarding new APP and staff. Assist in the set-up of workstations for new employees. Assist faculty and staff resolve technical issues with PC, printer, copier, fax and others

Perform Other Job-Related Duties as Assigned:
Cross-train and serve as a back-up for other positions within the Division of Hematology/Oncology.
Required Qualifications
Associate's degree from an accredited college or university in a related field and a minimum of 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
Detail Oriented. Ability to maintain confidentiality. Excellent interpersonal, oral, and written communication skills. Proficient in Microsoft Office and other computer software/databases.
Shift: Days; Monday-Friday
Pay Grade: 10
Salary: Minimum $15.00 - Midpoint $17.02
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 12/16/22 - 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.

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.

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