Office Coordinator - Graduate School

  • Augusta University
  • Augusta, GA, USA
  • Nov 30, 2023
Full time Other Administrative Positions

Job Description

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Office Coordinator - Graduate School

Job ID: 265958
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 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.

 



Location

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

College/Department Information

The Graduate School aims to provide a rich intellectual, academic and research environment for educating students to become leaders in the discovery, dissemination, and application of knowledge. To help facilitate this, our graduate faculty members are selected based on experience in research, scholarship and education. They are drawn from the faculties of Augusta University's College of Allied Health Sciences, College of Arts, Humanities and Social Sciences, Hull College of Business, Dental College of Georgia, College of Education, College of Science and Mathematics, College of Nursing, School of Computer & Cyber Sciences and the Medical College of Georgia. Class sizes are small, and the faculty excels in cultivating and modeling supportive, collegial and professional relationships with students. With outstanding programs in Allied Health, Biological and Computational Mathematics, Biomedical Sciences, Bimolecular Science, Biostatistics, Business, Computer and Cyber Science, Education, Intelligence and Security Studies, Medical Illustration, Nursing, and Public Administration- earning a graduate degree from Augusta University is time well spent!

 



Job Summary

This position is responsible for providing support to the admissions team in the Graduate School.

 



Responsibilities

The responsibilities include, but are not limited to:

Admissions Communications and Support

 



Monitors multiple AU email accounts (BIOMED, STAR, and GRADSTUDIES) and responsible for responding to large numbers of emails and phone calls from both internal and external stakeholders (e.g., faculty, staff, students, summer program participants, prospective students, administrators, etc.) on a daily basis to provide information accurately and in a timely fashion as appropriate. Serves as a basic Slate resource to provide assistance to both internal and external stakeholders during the application/admission process. Monitors and responds to biomed and graduate inquiry form submissions and works with other programs to train and monitor timely responses for their inquiries to enhance student engagement and recruitment. Updates and creates admissions communications and correspondences. Creates and updates automated mailings for Slate. Strong, working knowledge of Graduate Programs Admissions requirements and processes to serve as a resource for stakeholders. Helps organize and coordinate the Biomedical Sciences PhD interview and recruitment days, including coordinating, setting up, scheduling, tracking, pre and post communications and evaluations for the visit attendees, and the set up and day of responsibilities for on-campus visits. Schedules, coordinates, and sets up virtual interviews for Biomedical Sciences PhD applicants. Set up and promote virtual recruitment and informational sessions for Biomedical Sciences and PhD applicants. Prepare and process paperwork and serve as the Graduate School's liaison with multiple AU offices and programs (office of academic admissions, graduate programs, IT services, etc) regarding applicants, graduate students, summer programs participants, etc. Assists with additional Admission activities and processes as needed.

 



Admissions Documentation

 



Prepares and maintains confidential student records by creating files, processing, and scanning documents, and filing documents, emails, and associated paperwork. Manages, maintains, and organizes applicant and inquiry files and associated paperwork for all graduate applicants and summer program participants. Works closely with Vice Dean and Assistant Director of Graduate School Admissions to provide frequent reports, updates, concerns and information on applicant progress and stakeholder experiences. Assists with annual update of all admission requirements and application updates. Assists with onboarding new programs into application and admission processes. Support for Recruitment and Admissions Committee for the Biomedical Sciences, PhD program. Assists with additional Admission documentation and promotion as needed.

 



Data Entry, Tracking, and Reporting

 



Maintains working knowledge of Slate to assist all stakeholders in use and training. Utilizes Banner and Slate database for inquiries, applicants, faculty, and enrolled students. Includes data entry and tracking, uploading information into Student Systems, creating, and running queries and reports, printing application/admission documents), and creating files. Obtains data, reports and information for tracking and assessment purposes. Reports any discrepancies in the system. Collect and analyze data and prepare reports, charts, and other presentation materials utilizing word-processing, spreadsheets, and/or specialized software for the Biomedical Sciences PhD admissions processes. Research admissions trends, compile statistics, gather and compute various data as needed; prepare special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.

 



Administrative Support for the TGS Leadership

 



Manages Vice Dean's calendar- providing availability, scheduling meetings, etc. Manages logistics for meetings - securing rooms, coordinating food orders, creating flyers etc. Prepares documents, agendas/minutes and correspondences for upcoming meetings, committees and events including, but not limited to: Biomedical Sciences PhD Recruitment & Admissions Committee, Graduate Student Council, Resiliency Workshops, 3MT. Provides day of support for special events including set up, clean up etc. Provides administrative support for the Vice Dean and Assistant Director of Graduate School Admissions. Assists with special projects, tasks and other duties as assigned and needed.

 



Summer STAR Program

 



Uploads STAR application documents into Slate and tracks receipt in Slate. Tracks applicant reports for STAR admission committee. Codes all STAR applicants, participants, and alum accordingly in Slate. Prepares summer program handbook, flyers, forms, announcements, directory, hospitality packets, etc. Schedules workshop rooms, lunch orders, communications, etc. Coordinates and schedules the summer program workshops and activities. Tracks Summer program training and compliance. Assists with additional STAR activities and processes as needed.

 



Other duties as assigned.

 



Required Qualifications

High School Diploma, GED, or equivalent from a recognized state or federal accredited organization required, with a minimum of nine years of progressively responsible office support experience OR Associate Degree from an accredited college or university with a minimum of six years of progressively responsible office support experience.

 



Preferred Qualifications

Experience with student information systems or comparable database systems. Advanced computer skills; advanced working knowledge of Excel.

 



Knowledge, Skills, & Abilities

Excellent customer service, interpersonal, multi-tasking, organizational and verbal/written communication skills. Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records, and make independent decisions.

 



Shift/Salary/Benefits

Shift: Days; Monday-Friday.

 



Pay Grade: 12

 



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

 



Recruitment Period: 11/20/23 - 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 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!

 



https://www.augusta.edu/hr/jobs/ Search Job ID: 265958.

 



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=265958&PostingSeq=1






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