Business Operations Specialist

Job Title

This position will report to the Department Administrator.

Job Description

The position assists the Department Administrator in conducting the administrative, financial and educational missions of MCG Academic Affairs. The position serves as a liaison between the MCG Academic Affairs Vice Dean's office, MCG Admissions, MCG Evaluation Services, MCG Regional Campuses (Augusta, Rome/Dalton and Albany), Office of Learner Affairs, and Continuous Professional Development, and other internal and external customers. The individual will assist the Department Administrator with managerial planning and administration of finances, facilities, and the review and implementation of departmental and institutional policies and procedures. Assist the department administrator with all other MCG Academic Affairs budgets and duties as assigned.

Responsibilities

The duties include, but are not limited to: Participates in budget planning, projects, administrative support expenses. Oversee departmental operations to include purchasing, supply/asset management and inventory, annual training and compliance, leave monitoring in absence of department administrator; serve as a departmental contact for budget, invoicing and bookkeeping. P-Card Holder: P-Card holder for the Academic Affairs/MD/PHO/Regional Campuses. Responsible for initiating and submitting payments for approved purchases, shipping, dues, conference registrations and ensuring that all purchases are in compliance with State and Institutional requirements. Maintains receipts and invoices for p-card purchases. Reconciles Bank of America statement with purchase receipts and submits to Vice Dean and Director of Operations for signature and audit as needed. Identifies any incorrect charges or errors on the Bank of America statement and notifies the P-Card office and conducts follow-up with the vendor on incorrect changes or missing receipts. Maintains P-Card purchase records and bank statements for all of MCG Academic Affairs Regional Campuses. MD/PHO etc. Health Shop Approver and Purchaser: Responsible for reviewing and approving all requisitions for office supplies, through Health eShop and other special orders. Ensures that all purchases are in compliance with State and Institutional requirements. Identifies procurement needs for Academic Affairs, MD/PHD, Regional Campuses and requests quotes from vendors. Initiates and submits requisitions for all office furniture/supplies, educational materials to include computers, laptops, simulators, etc. Collects supply order packing slips to verify receipt of items and enters the receipts into People Soft to close out requisitions. Monitor open encumbrances for purchase orders to ensure they are closed in a timely manner. Audit and-process payments; resolve accounting discrepancies and irregularities; ensure accurate and appropriate recording and analysis of revenues/expenses; maintain, and analyze budgets, preparing periodic reports; ensure financial records are maintained in compliance with accepted policies and procedures. Analyze financial data; recommend/develop efficient use of resources, provide strategic recommendations and solutions to financial problems; assist with analyze trends, costs, revenues, financial commitments, and obligations, to project future revenues/expenses; report to management regarding departmental finances. Review all fiscal reports and summarize account status on a continual basis; ensure that all expenditures are Foundation guidelines and report status to the Department Administrator. Assist with completion of special projects, surveys and questionnaires pertinent to the financial functions and activities in the department. Must meet all institutional guidelines while providing complete and accurate information; additional duties as assigned. Reviews projected budget for compliance with policies and procedures. Assist with the management of daily operations for MCG Academic Affairs/Regional Campuses/MDPHD and other offices within Academic Affairs with the oversight of administration, management and long term managerial planning of all standard administrative support activities (budget administration, personnel management, facilities, effort, procurement and office management). Interactions with faculty and staff regarding departmental policy, procedures and philosophy. Exercises sound judgement, strong decision-making skills, and initiative in the planning and monitoring all activities of the offices to meet needs and objectives in accordance with Institutional and MCG operating policies. Assist with management of facilities to include regional campuses, Education Commons, Pavilion Ill (first and third floors) and office of MCG Admissions (Lee Auditoria center); assist in planning and participate in renovations: negotiate with various administrators for use of institutional space; coordinate use of space available to the department, ensure that maintenance and equipment are provided. Performs personnel management functions and actively participates in recruitment of staff and faculty. Assist faculty with attendance reports and leave requests. Responsible for travel and documentation for faculty. Conduct staff training as needed procedures and policies related to OAA administrative functions. Develops, monitors and routes contracts for student housing, venue rentals, service-level agreements, etc. Develop and analyze statistical information regarding budgets. Develop methods for improved operations of departments functions financially. Resolve problems in a timely manner with equitable, effective and efficient solutions. Develop, implement, and maintain the local and statewide Department Emergency Preparedness Plan (DEPP) as required by the USG. Conduct staff, faculty and student, training as needed. Serve as third point of contact behind Vice Dean and Department Administrator in case of emergency for all OAA faculty and staff. Maintain accurate phone tree for emergency contacts. Assist the department administrator with financial operation activities, including preparation of original budget and associated exhibits, monthly and/or annual financial reports and statements, monthly reconciliation. Assist with management of Wellstar Mission funds and MCG Foundation accounts regarding expenditures that are processed to ensure appropriateness and that fund amounts are within budgetary guidelines. Assist, manage and oversee the business planning for the Academic Affairs departments; monitoring departments for progress toward agreed upon allocated funding resources and notifies departments when changes need to be made to correct allocations. Assist in preparation of Academic Affairs budgets prior to beginning of original budget planning. Compile the data and utilize data to build the projection worksheets for the upcoming fiscal year. Analyze the data to determine if departments will meet or exceed their allocations. Ensure that all faculty, staff & MD/PHO students are assigned to correct distribution by entering epars, and distribution change epars as needed to reflect the correct CFC and program code. Assist and manage all personnel and non-personnel budgets throughout the year. Approve requisitions related to purchases for Academic Affairs, MD/PHO and Regional Campuses. Work with MCG Financial Operations to monitor expenditure and ensure proper allocation of funds throughout the budget year. The management of this budget also includes student travel and tutoring budgets. Verify monthly that expenditures and accounts are accurate, funds are allocated appropriately. Submit epar transactions to correct any salary discrepancies to ensure compliance with policies and procedures. Prepare budget analysis, compile & report statistical data to the Vice Dean for Academic Affairs and the MCG Office of Operations financial director and manager. Other duties as assigned.

Required Qualifications

Educational Requirements Bachelors degree from an accredited college or university in Business Administration or a related discipline & 1 year administrative and/or management experience OR Associates degree from an accredited college or university and 2 years of relevant experience OR High School diploma, GED or equivalent from a recognized state or federal accredited organization and 3 years administrative and fiscal management experience.

Shift/Salary/Benefits

Shift: Days/M-F (work outside of the normal business hours will likely be required of an employee in an exempt level position) Pay Band: 10 Salary: Minimum $52,500.00/Annually - $58,500/Annually Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position Recruitment Period: 6/1/26 - 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. 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.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.