Office Specialist

Job Title Specialized Administrative and Clerical Assistant Job Description This position will provide specialized administrative and clerical assistance to the overall functioning activities of the Office of Clinical Trials and outpatient clinic. CTO is an Interdisciplinary research unit that provides coordination and support services for 60+ clinical studies. Responsibilities The duties include but are not limited to: PROVIDE SUPPORT: Provide support to the Office of Clinical Trials and Clinical Trials Outpatient Clinic. Greeting visitors, answering phones, assisting patients and visitors with routine questions, providing appropriate responses to questions or directing questions to appropriate personnel, processing incoming and outgoing mail. Typing, copying, scanning, filing, faxing, running departmental errands. OPEN AND CLOSE THE BLDG: Open and close the building, after ensuring UPS and Fed Ex pickups are completed. Complete temperature log. Assist with CDAs, check voicemail and disburse messages to appropriate personnel. MANAGE AUGUSTA DATA STORAGE ACTIVITIES: Manage Augusta Data Storage activities, coordinate Health Care Utilization Program training, assist as needed with Medical Scholar Program. MAKE CALLS: Make calls to laundry, environmental services, copier technician, and physical plant services, moving orders, dietary and service requests and IT phone orders as needed. Maintains service contracts on all equipment, including lab. Call daily to arrange for overnight shipments. ATTEND TRAINING AND WORKSHOPS: Attend training and workshops as appropriate for position. Perform all other related duties/tasks as assigned by supervisor. OUTPATIENT SUPPLIES MANAGEMENT: Gather information to order all outpatient supplies using appropriate vendors needed to conduct outpatient studies. Maintain and order office supplies by PS HealthEshop. Enter and process PS Requisitions for equipment, medical supplies, computers, business cards, etc. MAINTAIN AND UPDATE DEPARTMENTAL FILES : Update and maintain departmental files, preparing study materials for final storage. Maintenance of unfunded binders. Requests for data storage pickup. Maintenance of printers and copier issues. Create moving requests, key and badge access. SCHEDULING: Schedule conference rooms and AV equipment for meetings, if necessary. Creation and disbursement of meeting agendas. Take meeting minutes if requested and disbursement of same. CALENDAR MANAGEMENT: Maintain CTO Manager's calendar, scheduling meetings and appointments. MAINTAIN IRB MEMBERSHIP ROSTERS: Maintain IRB Membership Rosters. Assisting with collecting/preparing and disseminating materials associated with departmental programs and special events, coordinates generation of departmental statistical data as needed, enters and compiles data as requested, prepares/assembles materials for coordinator projects. DEPARTMENTAL INVENTORY: Assists in maintaining yearly departmental inventories. OTHER: Perform all other duties as assigned. Required Qualifications Associate's degree from an accredited college or university and one year of experience. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of three years' progressively responsible office support experience. Preferred Qualifications Knowledge of PeopleSoft and AU policies and procedures. Knowledge, Skills, & Abilities KNOWLEDGE Proficient in Microsoft Office and other computer software/databases. SKILLS Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong prioritization, organizational skills and multi-talking skills. ABILITIES Ability to maintain confidentiality. Ability to work with minimal supervision. Shift/Salary/Benefits Shift: Days; M-F (Work outside of the standard business hours may be required) Pay Band: B3 Salary Minimum: $16.54/hourly Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position Recruitment Period: 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. 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 an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status, or any other status protected by applicable law. How To Apply Consider applying with us today! Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role. 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 View phone number on click.appcast.io.