Job description

Posting Details

Posting Details

Posting NumberS02716PWorking TitleADMINISTRATIVE ASSOCIATE IDepartmentVet Med VTH Administrative ServicesAbout the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/DepartmentCollege/Unit/Department websitePosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday-Friday, 9am-6pm.

Advertised Salary$24,500Posting Date10/15/2019Open until filledYesClosing DateProposed Starting Date09/23/2019Special Instructions to ApplicantsLocation of VacancyAthens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Position Information

Classification TitleOffice/Clerical AssistantPay Grade000FLSANon-ExemptJob FamilyAdministrativeFTE1.00Minimum Qualifications

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualificaitons.

Preferred Qualifications

-Thorough knowledge of organizational processes and process improvement.
Ability to multitask and prioritize tasks in a busy office environment.
-Some knowledge of medical terminology.
Considerable knowledge of legal aspects of medical records.

Position Summary

This position will be responsible for maintaining organizational standards and improving process efficiency to ensure consistency in archiving practices for the Small Animal, Large Animal, and Community Practice facilities. The candidate will be expected to develop and maintain sustainable archiving protocol and will serve as the primary person responsible for coordinating with the University of Georgia Records Management Facility to send, track, and request archived records. This position also supports hospital research by performing research queries, obtaining, organizing, and scanning research files and coordinating with study representatives. They will also serve as back-up for records processing and for records reception duties as needed. This position requires a high level of attention to detail as well as a distinct ability to focus amidst distractions. Positive attitude and customer service skills are required.

Knowledge, Skills, Abilities and/or Competencies

All tasks require proficiency with computers and the ability to learn a new computer system easily. A high level of attention to detail and organizational skills is necessary. Must be able to exhibit polished customer service skills and ability to take initiative to improve the workplace.

Physical Demands

-Lift and carry up to 25 lbs.
-Repetitive Motions and Actions
-Long periods of standing or sitting

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?NoDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)NoCredit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.



Medical Records Archiving:
-Continuously evaluate archive processes to establish standards and improve efficiency to ensure consistency in archiving practices for the Small Animal, Large Animal, and Community Practice facilities
-Coordinate with the University of Georgia Records Management Facility to send, track, and request records
-Obtain, organize, and scan records for research studies or as requested
-Coordinate with research study representatives to clearly communicate expectations
-May routinely train others to perform archiving as needed
-Track/Shelve/Retrieve/Scan/File Medical Records

Percentage of time45 Duties/Responsibilities


Medical Records Processing:
-Organize medical records and paperwork
-Audit records for completion of required documentation and follow established protocol to notify appropriate parties of record deficiencies
-maintain efficient loose paperwork inventory
-Shelve/retrieve/copy/file/scan medical records and paperwork with increasing emphasis on scanning records to electronic file
-Communicate with internal and external clientele in a professional manner and ensure appropriate correspondence is sent in a timely manner

Percentage of time35 Duties/Responsibilities


Covering the departmental front desk when needed; answering the phone and placing phone calls; managing incoming email and fax correspondence; processing records requests; general use of email and electronic scheduling aids
-Active participation in departmental process improvement projects including project development and management

Percentage of time20Posting Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. Cover Letter
    Optional Documents




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      Job No:
      Posted: 10/17/2019
      Application Due: 11/3/2019
      Work Type: