Administrative Assistant 1
Job ID: 278830
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 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
The Administrative Assistant 1 plans, implement, and manage all annual DCG employee appreciation events, retirements, and other special events to promote morale boosting activities for The Dental College of Georgia. Manage Augusta University Dental Associates (AUDA) activities and support. Provides general office and administrative support for the Dean's Office at The Dental College of Georgia under the directions of the Dean's Office Coordinator to include the first point of contact via phone and reception desk.
Responsibilities
The duties include, but are not limited to:
EVENT PLANNING/COORDINATION: Manage all aspects of special events coordinated by the Dean's Office and the Dental College of Georgia (DCG), collaborating with the campus special events office and other relevant parties. Events include faculty, staff, and resident appreciation events, retirements, resident welcome dinners, DCG holiday luncheons, holiday card preparation and mailing, annual recognition day celebrations, and support for alumni weekend/homecoming and graduation-related events. Create invitations and manage RSVP/guest lists for all events. Oversee catering and other vendors for various DCG meetings and functions and coordinate with other campus organizations hosting events within the DCG. Plan and implement monthly 5th-floor birthday celebrations. Plan and coordinate retirement ceremonies for employees at the Dental College of Georgia (DCG). Ensure the catering kitchen is cleaned, maintaining a hygienic and organized environment.
AUGUSTA UNIVERSITY DENTAL ASSOCIATES (AUDA) ADMINISTRATIVE SUPPORT. Solicit agenda items for monthly AUDA board meetings and create agendas. Coordinate monthly meetings and annual member meetings. Coordinate the annual holiday dinner. Record meeting minutes. Order catered lunches for meetings and pay invoices for lunches. Manage member elections. Manage and maintain both the officer-only and all member resource box folders. Provide documents for audits. Distribute board-created policies and financial reports. Communicate information with the board accordingly.
RECEPTION/SUPPORT SERVICES: Provide general office and administrative support, including proofreading newsletters, disseminating important information, and assisting with various office tasks. Answer multi-line phone line for Dean's Office; Greet visitors; Coordinate use of two 5th-floor conference rooms, one of which is used campus-wide for multiple purposes. Update the DCG_DEANS_OFFICE, GC5002/5201 and the Dean's calendars as needed. Filing and faxing, oversee document and paper flow through the Dean's Office for signatures and the Dean's review. Order office supplies through Health eShop. Create/Manage requisitions via PeopleSoft Financials. Prepare and mail GHSF/MCG check requests as needed. Create memos for reimbursement; Assist with setting up and Scheduling appointments for the dean; Maintaining and routing all faculty leave requests.
DEAN'S OFFICE ADMINISTRATIVE SUPPORT: Serves as the general office support for the Dean's office administration. Retrieve, sort, and distribute mail. Copy and file documents as needed. Organize and maintain the Office of the Dean's Box folder system. Coordinate annual purge old paper files and coordinate with the Materials Management Department for pickup at the end of the year. Provide support for Dean's Fund when needed and administrative support for Communications Coordinator as needed.
Handles document management. Log and maintain records of faculty leave, incoming and outgoing documents, and ensure proper filing and distribution. Manage and organize office supplies received from vendors. Log faculty leave by accurately recording and maintaining faculty leave records, ensuring compliance with institutional policies and timely updates to the relevant databases. Log incoming and outgoing documents by tracking and documenting all correspondence, ensuring proper filing and distribution to maintain organized and accessible records. Maintain and pay Martina's Flowers House account by overseeing the maintenance and payment processes, including managing invoices, coordinating with the vendor, and ensuring timely
payments. Coordinate monthly and quarterly administrative meetings, ensuring all logistical details are managed and meetings run smoothly.
Take care of the Newsletter. Assist with proofreading the bi-weekly and filling in the details for the newsletter. Disseminate important information on behalf of Dean's Office, including event invitations and flyers.
DEAN'S OFFICE LIAISON FOR THE DCG SCHOOL: Serve as the primary representative of the Dean's Office, requiring a high level of professionalism. Handle highly sensitive information concerning faculty, residents, staff, and students with extreme confidentiality. Act as the support person for the entire college, serving as the liaison between the Dean's Office and the AUDA board
SERVE AS A MEMBER OF THE EMPLOYEE ENGAGEMENT COMMITEE CHAIR (EECC). Handles planning and implementing four quarterly staff appreciation events annually and recruiting new committee members as needed. An employee engagement committee is a group within an organization dedicated to enhancing employee motivation, satisfaction, and productivity. They focus on initiatives that improve overall job satisfaction and reduce turnover rates. The committee collects feedback from employees to understand their needs, challenges, and suggestions. They encourage collaboration between employees and management to foster a positive work environment. Additionally, they plan and execute social events, recognition programs, and professional development opportunities to enhance the work experience. The committee also serves as a bridge between employees and leadership, ensuring that employee voices are heard and considered in decision-making. Serve as the AU iGive champion annually, working with the Alumni Office. Attended meetings and iGive events to boost engagement and reach philanthropic goals.
OTHER DUTIES: Perform all other job-related duties as assigned.
Required Qualifications
An Associate's degree from an accredited college or university in a related field and a minimum of three years of progressively responsible experience in administrative support positions.
OR
High School Diploma, GED from a recognized State or Federal accrediting organization, and six years of progressively responsible experience in administrative support positions.
Preferred Qualifications
Event planning and implementation. Experience in high-level/executive office.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient computer skills in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook and invitation creation software.
Working knowledge of schools' policies/procedures.
SKILLS
Excellent customer service skills, telephone etiquette, and organizational skills.
ABILITIES
Anility to exchange, interpret information and effectively interact with the general public, staff, students, facility, administrators, other campus employees, and any others who would typically interact with the Dean, at all levels and all types of communication necessary to effect the business of the Dean's office. Diplomat and accurate oral and written communication with internal and external contacts for the Dean's Office via telephone, email, and written correspondence.
Ability to learn additional software programs as needed.
Ability to plan and implement special events and work with various vendors to ensure the success of events.
Ability to multi-task.
Ability to proofread with a very high level of accuracy.
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=278830&PostingSeq=1
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