Job description

Posting Details

Posting NumberS05234PWorking 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/Department

The University of Georgia College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people. The college benefits pets and their owners, food-producing animals, and wildlife by offering the highest quality hospital and diagnostic laboratory services. Equipped with the most technologically advanced facilities located on a university campus, the college is dedicated to safeguarding public health by studying emerging infectious diseases that affect both animal and human health.

The College of Veterinary Medicine values all members of the university community, recognizing that differences in experience and culture can only lead to a more well-rounded, accepting academic environment. We have an expectation that all employees will demonstrate a contribution to diversity and inclusion as embodied in our Principles of Community (

College/Unit/Department website TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday – Friday, 8am to 5pm

Advertised SalaryCommensurate with ExperiencePosting Date10/07/2020Open until filledYesClosing DateProposed Starting Date10/19/2020Special 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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Classification TitleOffice/Clerical AssistantFLSANon-ExemptJob FamilyAdministrativeFTE1.00Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

-Thorough knowledge of organizational processes and process improvement.
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. Exhibit polished customer service skills and 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?NoIs this a Position of Trust?YesDoes 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)YesCredit 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 time45Duties/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 time35Duties/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: 10/8/2020
      Application Due: 1/6/2021
      Work Type: