Job Details

Administrative Assistant 2
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Position Number: 5964013
Location: Augusta, GA
Position Type: Secretary and Administrative Assistants

Administrative Assistant 2

Job ID: 281133
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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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 https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.

Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office 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 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Location

Augusta University -

Our Health Sciences Campus:

1120 15th Street, Augusta, GA 30912

Our Summerville Campus:

2500 Walton Way, Augusta, GA 30904

College/Department Information

The Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.

Job Summary

Provide administrative support to the Dental College of Georgia Associate Dean for Business and Finance, as well as the Director and Operations staff to equal support for 7 individuals. Often performing duties of a complex and confidential nature to include but not limited to, staying informed of all matters coming in/going out of Operations office, visitor reception, telephone coverage, correspondences, document preparation, travel arrangements, reimbursements, accounting, box file system maintenance, financial accounting, Quick Books maintenance, printing checks, managing Morgan Stanley bank account and various projects as needed.

Responsibilities

The duties include, but are not limited to:

SCHEDULE MANAGEMENT: Manage calendar and schedule appointments for Associate Dean & Director for Business & Finance Operations department; Enter vacation time in CDAdmin calendar; Maintain Box filing system; Compose and prepare letters and other documents; Answer phones; Determine and make appropriate cost-effective travel arrangements and reimbursement requests for the DCG Business Finance Operations division. Serve as liaison between other campus units; Prioritize materials to ensure deadlines are met within the office; Discern when direct response is appropriate. Coordinate catering

REPORTS: Process Dental Associates remittance vouchers, deposits and checks; Maintain Dental Associate Facility Fee spreadsheet with daily entry of deposit information; Maintain Dental Associates check files and send to Augusta Data Storage periodically; Distribute monthly Dental Associates QuickBooks account status reports to departments; Balance numerous accounting reports on a daily and monthly basis. Update QuickBooks and resolve issues, including journal entries and voids. Reconcile dental foundation account monthly utilizing data sorting to each department for verification. Process patient refunds. Track pinnacle club payments.

INVENTORY MANAGEMENT: Requisition supplies and equipment for Business & Finance Operations department; Maintain P-Card & follow all guidelines and policies regarding p-card; Prepare IDRs, check request and vouchers as needed for ordering supplies; Reconcile budget and expenditures for multiple PeopleSoft accounts on periodic basis for balancing.

DOCUMENTS & MAIL: Retrieve and distribute mail for Business & Finance Operations department; Deliver and pick up confidential documents and/or financial documents to include checks/deposits.

ROUTING MANAGEMENT: Prepare and manage Legal routings for contract/MOU review/approvals. Deliver and pick up. Create yearly resident and faculty merge letters. QuickBooks update liaison and administrator to update users.

AUDIT: Assist with the DCG Dental Associates annual Financial audit with Cherry Bekaert; Assist with the AU inventory annual audit for the institutional annual state audit.

MAINTENTANCE REQUEST: Submit requests for repairs/maintenance (for the entire Dental College), paper, staples, toner and other supplies as needed for copy machine in Business & Finance area of Dental Administration; Maintain central 5th floor copy room.

ADMINISTRATIVE SUPPORT: Liaison between the Business & Finance area and all other departments within all DCG. Answer questions & provide guidance to other administrative support personnel throughout the entire Dental College. Provide back-up and training as needed to other administrative support personnel within all DCG. Coordinate admin training. Coordinate Exit Interviews.

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 a minimum of four years' progressively responsible experience in administrative support positions.

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and seven years' progressively responsible experience in administrative support positions.

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient computer skills in Word, Excel, PowerPoint, QuickBooks and Outlook including PeopleSoft as needed.

Working knowledge of DCG policies/procedures

Proficient knowledge of bank account reconciliation.

SKILLS
Excellent customer service skills

Telephone etiquette and organizational skills.

ABILITIES

Ability to maintain confidentiality
Ability to learn additional software programs

Ability to multi-task and handle heavy workload.

Must be able to accept change often.

Ability to proofread with a very high level of accuracy.

Ability to accurately compose, format and edit correspondence and documents.

Professional, executive dress and demeanor required.

Ability to effectively interact with a variety of people while always being helpful and friendly, including faculty, deans and staff across campus, as well as external callers and visitors to the Associate Deans Office

Shift/Salary/Benefits

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!

https://www.augusta.edu/hr/jobs/

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=281133&PostingSeq=1