Administrative Assistant 2

Administrative Support CoordinatorAugusta 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 12,000 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.This position works under the direct supervision of the Business Manager 2. This position is responsible for providing administrative, academic and/or operational support to the Business Manager 2 and faculty members of the Division of Hematology/Oncology in the Department of Medicine. The duties include supporting Encore Grant ($1.5M a year grants) and supporting clinical trials paperwork as needed by the Pl, faculty recruitment visit itineraries preparation, CME event coordination and execution. This position is responsible for assisting Wellstar Faculty and APP's travel and leave coordination, providing administrative support to RadOnc by processing travel documentation and check request as needed, maintaining outlook calendars for AU assigned faculty, assisting with phone triage, telephone/visitor management and performing other duties as assigned. This position is responsible for back-up coverage for other positions within the section as needed.The responsibilities include, but are not limited to: Administrative, Academic, and Operational Support Provide administrative, academic, and operational support to the assigned Hematology/Oncology faculty and Business Manager. Coordinate meetings and maintain Outlook calendars for assigned HemOnc faculty members. Update the wRVU and CAPSA spreadsheets with information provided by the Business Manager. Provide support for NCORP grants ($1.5M/year) Provide support for clinical trial grants to assist P.I. Order office and research supplies within Health eSHOP for physicians. Assist the Business Manager with faculty and APP recruitment and onboarding. Prepare paperwork to create or update faculty and staff positions within the division, including faculty/staff position description forms, position classification forms, position review forms, etc. Recruitment coordination - manage job postings, review resumes/CVs, coordinating staff interviews, create faculty candidate itineraries and coordinate all aspects of the interview process, including visit date(s), hotel reservations, coordinating meals/catering, and serving as point of contact throughout interview dates. Maintain faculty CVs to include converting new faculty CVs to MCG format, educators portfolio, and other information. Assist faculty in completing packet for re-credentialing, promotion, tenure processes, and annual evaluation. Make new files and folders; create new forms; scan documents and photos; create PowerPoint slides; type check requests, key requests, and item surplus requests. Financial Coordination Providing financial support for existing/planned operations. Responsible for processing Radiation Oncology faculty and APP reimbursements. Prepare all check requests and IDR's, validate funding source, and submit to business manager for approval. Ensures compliance with AU state appropriations, grant accounts, MCG and AU Foundation and AUMA policies when applicable: monthly reconciling of all supply and travel financial information ensuring that all expenses are allocated correctly; work with Business Manager to eliminate possibility of Budget Checking (BCM) errors for division by using financial forecasting strategies and proactively managing all assigned accounts. Print comprehensive financial report and Foundation reports of Division PeopleSoft accounts and MCG Foundation accounts monthly. Review phone charges monthly to ensure accuracy. Ensure funds availability for all expense requests from RadOnc faculty and AU and Wellstar APPs allocations. Travel and Travel Expense Coordination Coordinate, prepare and process faculty travel authorization, travel expense statements, registration, leave requests, and OA-1 forms. Coordinate APP and other staff travel if necessary. Trouble shoot issues relating to travel and travel expense statements. Ensure that all paperwork is completed and finalized within two weeks of departure date. Prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly. Obtain travel reimbursement documentation from faculty member. Maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of each fiscal year. Customer Service and Telephone/Visitor Management Coverage of primary phone line, direct calls, answer questions, assist and direct visitors in a professional manner. Record messages accurately in detail to include correct name and telephone number. Other Crosstrain and serve as a back-up for other positions within the Division of Hematology/Oncology. Perform other related duties as assigned.Associates degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions or a High School diploma/GED from a recognized State or Federal accrediting organization and seven years progressively responsible experience in administrative support positions.Experience in academic hospital services, student affairs, student services, or auxiliary services section of higher education; strong human resources ability; financial or budget aptitude.Ability to maintain confidentiality. Detail-oriented. Excellent interpersonal, verbal, and written communication skills. Proficient in Microsoft Office and other computer software/databases. Highly organized, focused, excellent oral and written communications, excellent office procedure skills, proficient computer skills and transcription/dictation and good work ethics. Typing: 40-45 wpmShift: Days/M-F Pay Band: B5 Salary Range: $17.88/hourly - $21.92/hourly Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position. Recruitment Period: 8/17/26 - 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.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 complete 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.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.Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.