Administrative Assistant 2- Job Opening 245084

How to Apply:

To be considered an applicant for this position, you must apply online at http://www.augusta.edu/hr/jobs, search job opening: 245084.

 

 

Required Qualifications

Associate's degree from an accredited college or university in a related field and a minimum of four years progressively responsible experience in administrative support positions, including two years at the Administrative Assistant 1 level.

 

OR

 

High school diploma, GED, or equivalent from a state or federal accrediting organization and seven years' progressively responsible experience in administrative support positions.

 

Job Summary

Provides high level administrative support to the Dean and the Office of the Dean for the College of Education.

 

Responsibilities include, but are not limited to:

 

• Schedule and send calendar invitations as requested to include the Dean's Team and Leadership Team meetings; creates agendas, transcribes notes and takes minutes as needed. Maintains the Dean's Outlook calendar to include managing appointments on her behalf with internal and external parties.  Maintains database information bi-annually and as needed for the emergency contact list, birthday list, telework agreements, and faculty and staff distribution lists. 
• Greets visitors, directs phone calls received to the Dean's Office main phone line, provide appropriate responses to a variety of routine and non- routine questions concerning the office's operations and/or policies.
• Completes Travel Authorization forms, Outside Activity forms, and Travel Expense Statements for the Dean's Office.  Completes travel arrangements to include completing registrations and setting up airfare with the Augusta Travel Agency.  Processes all documentation for approvals and submit final documents to the Travel Office and/or Provost Office for processing and reimbursement.
• Manage the Dean's Office graduate assistant (GA) recruitment process each semester to include: placing advertisements for vacant positions, coordinating interviews, completing the GA hire approval forms and submitting documentation to the Graduate School, and providing new hire onboarding, access, and training.
• Supports the COE Business Operations Specialist with daily operation.
• Orders all supplies and equipment for the Dean's Office; enters routine and non-routine PeopleSoft requisitions for all purchase orders. Maintains healthy working relationships with multiple vendors. Requests quotes for requisitions, submits invoices after the successful receipt of orders. Acts as the point of contact for internal and external vendors.
• Maintains the Dean's Office Purchase Card for urgent or last minute office supplies or equipment and conference registration fees. Maintains accurate files and records for each purchase. Reconciles Purchase Card statement and expense reports each month.
• Manages, determines, allocates, and processes scholarship award amounts to students annually and as needed.  Process Inter-Departmental Requests (IDRs) as needed for items purchased from other units on campus such as Copy and Print Services for business cards and flyers, Jag Store for swag items, Human Resources for background checks, etc..
• Liaise with the Field Experience Coordinator and school supervising teachers to facilitate and process all paperwork for supervisor teacher stipends at the conclusion of each semester.
• Liaise with COE Program Coordinators, the Field Experience Coordinator, external partners, and the AU Legal Office to facilitate the Memorandum of Understanding (MOU) document approval process.
• Coordinates and manages events sponsored by the Dean's Office; book room reservations, order catering, purchase needed items, organize volunteers ensuring set up and clean up for each event.  Manages purchases, maintain all receipts, completes and processes all required paperwork to Foundation Accounting for expense reimbursements.
• Liaises with the IT Help Desk to streamline help tickets. Schedule new hire computer and phone installs. Maintains working knowledge of office equipment (scanners, copiers, and printers).  Establishes, updates, and maintains laptop/computer and equipment inventories and records for the Dean's Office; Coordinates surplus requests with Property Control for dated, poor condition and/or inoperable department equipment. Serves as an asset control officer for the COE. Conducts and submits annual inventory.
• Liaises with the COE Security Authority and AU Information Technology to facilitate the access of Banner, Crystal, Jagtrax, and D2L for new employees in the Dean's Office.
• Submits work request forms for Facilities Operations for maintenance services within the Dean's Office and coordinates maintenance with the Building Coordinator and Facilities Operation Manager. Complete and processes key request forms for new hires.  Manages the COEs 2 guest parking spaces.
• Perform all other related tasks/ duties as assigned.

 

 

Shift/Salary

Shift: Days / M-F *Work outside of the normal business hours may be required.*

PG:12

Salary: Minimum: $15.05/hour - Midpoint $19.57/hour

Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position

 

Recruitment Period: Until Filled

 

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.

 

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

 

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.

 

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 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.