Department Administrator 3

  • Augusta University
  • Augusta, GA, USA
  • Nov 08, 2023
Full time Business/Financial Affairs/Financial Aid Other Administrative Positions

Job Description


Department Administrator 3

Job ID: 254045
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 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 - Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information
The Division of Hematology/Medical Oncology at the Medical College of Georgia at Augusta University strives to excel in the care of patients with cancer and blood disorders with a focus on treatment, education, and research advancement. Our division has witnessed continued growth, both in the inpatient and outpatient settings. The Hematology/Medical Oncology division provides services to the CSRA community through several comprehensive programs: MCG Comprehensive Cancer Center / Solid Tumor Oncology, Clinical Trials Development Division, Comprehensive Sickle Cell Anemia Center, Adult Hemophilia Clinic, Bone Marrow Transplant Program, and Fellowship Training Program. We provide a forum for the stimulation and exchange of ideas across all medical disciplines thereby creating an environment that nurtures teaching, research and outstanding patient care.

Job Summary

This position serves as the chief fiscal and administrative officer of many institutional units. This position provides administrative support to the Georgia Cancer Center (GCC) Associate Director for Clinical Affairs and Director of the GCC Multi-disciplinary Outpatient Clinic, Outreach and Network. This position is responsible for independently managing the day to day administration of these numerous units and planning of support activities of the various areas of responsibility.

The duties include, but are not limited to: Responsible for all operational, financial and personnel administration for Med-Hematology/Oncology, Dept. of Radiation Oncology, Cancer Service Line and Oncology Research and Sub-specialty programs. This responsibility encompasses all four missions of Augusta University such as education, clinical, research, and administration in academic and clinical department. Serve as administrator and main point of contact for faculty members in the Cancer Service Line.
Coordinate outreach clinics activities in SCOA in Columbia, SC and UCBC in Athens, GA and future sites. Authorize and approve expenses associated with outreach practice sites i.e. rent, personnel and mileage. Prepare and submit SPARC business plans for provider outside contract to open new clinics and to renew/revisit existing agreements. Generate a draft of the Timeshare agreement for review of AUMC legal counsel.

Responsible for monitoring, maintaining, and reconciling all financial activity within Hematology/Oncology, Radiation Oncology, Cancer Service Line, and provide oversight in Hemophilia and Sickle Cell Center. Serve as a liaison for all financial activities in relation to the Cancer Service Line relating to (i.e., approval of expenses, contracts, service agreements, and educational development, travel, cost shares, faculty research efforts and others).

Manage all Cancer Service Line faculty AUMA expenses for travel, professional development funds and other assigned expenses. Play a key role in annual budget preparation for Med-HemOnc, RadOnc, Cancer Service Line, Sickle Cell Center and Oncology Research. Actively participated in the AUMA and AUMC budget prep. Manage RI, GME, MISSIONS, NSP, NIH grants, residual, non-sponsored projects, startup accounts, incentive, and others.

Responsible for faculty recruitment, offer letters for clinical faculty and business plan preparation and submission to the SPARC committee. Recruitment, training and supervision of all staff in the areas of my responsibility. Oversee and delegate work to support staff. Promote cross-training and train administrative staff as needed. Organize day-to-day office activities; workflow and ensure deadlines are met.

Approve leave requests for all Cancer Service Line faculty and staff including advance practice providers in OneUSG Connect and TimeNet. Ensure accurate and timely completion of time efforts reports,. Address performance issues promptly and directly while adhering to department and AU policies. Ensure adequate staffing levels are appropriate and planned resources are in place.

Management of pre-award and other grant-related activities for Hematology/Oncology, Radiation Oncology and provide oversight for Hemophilia and Sickle Cell Center. Assist in the submission of NIH non-competing renewals, renewal of residual accounts, endowed chair accounts for faculty members in Hem/Onc and RadOnc. Monitor grant deadline and ensure timely renewals of contract/agreement. Timely submission of e-PARs, cost share, BTRs, cost transfer, etc. Submit e-Sproute routing for grants for data review studies. Ability to navigate the e-RA commons for submission of JIT information.

Manage facilities; serves as liaison with contractors, and coordinates use of space available to the department or division; Supervise maintenance of accurate inventory ensuring that records are kept updated and organized. Review, approve and ensure accuracy and submission of annual equipment inventory. Review, approve and ensure accuracy and submission of annual space inventory. Prepare and submit Emergency Preparation Plan for areas of responsibility.

Internal and External Audits: Prepares for and successfully completes all internal and external audits including Division response and corrective action plans as required i.e. Departmental Self-Assessment Responds to SPA, HAC and IRB concerns promptly and completely. Position is solely responsible for completing necessary documents for internal/external audits and reviews.

Perform other duties as assigned i.e. Annual GCC Symposium, HemOnc Expo and preparation and submission of application for Nursing credits.

Required Qualifications
Master's degree from an accredited college or university in Business Administration or a related discipline and a minimum of five years' progressive management experience in an academic office setting to include demonstrated supervisory experience OR Bachelor's degree from an accredited college or university in Business Administration or a related discipline and a minimum of seven years in an academic or group practice setting.

Preferred Qualifications
Preferred Educational Qualifications
Master's degree from an accredited college or university preferably in healthcare services and management and a minimum of four years of additional experience in a hospital/medical or academic office environment.

Preferred Experience
Experience in PeopleSoft, residency/fellowship training programs, clinical/basic science research administration, grants application submission, financial and personnel management as well as practice site development. Knowledge of MCG-AU policies and procedures and experience with accounting and finance.

Knowledge, Skills, & Abilities
Excellent interpersonal, verbal and written communication skills
Ability to maintain confidentiality and make independent decisions
Proficient in Microsoft Word and other computer software/databases
Detail-oriented with strong administrative, financial, problem solving, multi-tasking, time management, analytical and organizational skills
Ability to project expenditures; establish and maintain accounts; prepare financial statements and analyze financial data; and effectively participate in interview and recruitment process
Knowledge of techniques for establishing effective staffing patterns; perform personnel management functions for employees; and evaluation of applicants
Knowledge of AU, AUMA and AUMC administrative policies and procedures; methods for completing, distributing and maintaining forms and records; and sources for obtaining information and assistance in interpreting policies and procedures
Ability to develop long and short range financial and managerial goals, strategies and objectives; assess priorities and coordinate activities; determine what functions and activities may be delegated to others; and ongoing assessment and monitoring of the effectiveness of managerial strategies


Shift: Days; Monday - Friday (Work outside of normal business hours may be required)

Pay Grade: 22

Salary to be commensurate with qualifications of 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. 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! University Faculty & Staff > External Applicants if you are a candidate from outside the universitySelect 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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