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Department Administrator 3 - Neuroscience & Regenerative Medicine

Augusta University

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Administrative Jobs
Institutional & Business Affairs, Health & Medical Services
Employment Type
Full Time
Institution Type
Four-Year Institution

Department Administrator 3 - Neuroscience & Regenerative Medicine

Augusta University

About Us
Augusta 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 9,000 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.

Augusta University - Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information
Founded nearly 200 years ago in 1828 as the nation's fifth public medical school, the third medical school in the southeast and the thirteenth in the nation, the Medical College of Georgia at Augusta University is the state's only public medical school. The Department of Neuroscience & Regenerative Medicine at the Medical College of Georgia is committed to cutting-edge research and excellence in education. Our research addresses fundamental questions ranging from genetic, epigenetic, cellular and circuit regulation and tissue regeneration to pathophysiology of inflammaging, neurodegeneration, psychiatric disorders, CNS injuries using a broad repertoire of experimental approaches.

Job Summary
This position is responsible for overseeing the daily operations of the Department of Neuroscience & Regenerative Medicine which consists of ~ 100 Faculty, Staff, Scholars, and Students. The Department currently manages the Genome Editing Core and the Zebrafish Core. This position is directly responsible for supervision of DNRM administrative staff: currently a Business Operations Specialist and a Grants Specialist II. This position works closely with the Chair of the Department of Neuroscience & Regenerative Medicine, the Dean's office (MCG), the Provosts' office, the Director of Sponsored Programs -creating financial reports, analyzing data, for special financial reports, grant submissions, financial and statistical reports.

The duties include, but are not limited to:

Human Resource Administrative Management: Prepare Position Classification forms for faculty and staff, summer students, non-paid affiliates, Student Assistants, etc. (reviewing funding, etc.); Prepare route, submit for position number, budget approvals; Preparing critical hire - prepare, route, submit for approvals; Job postings for positions - prepare, route, submit for approvals; Review applicants, liaison - work with HR and faculty on job offers to Classified positions; Faculty positions - prepare job offers, route to Dean's office for approval, work with incoming faculty on degree verifications, schedule drug screenings, moves, needs for startup of labs, etc., lab renovations, etc.

J-1 scholars and H1B Scholars: Gather, prepare, submit appropriate paperwork for incoming J-1 scholars, including yearly extension of visas, preparing invitation letters, scheduling incoming appointments, assisting with living quarters when needed, preparing forms for hire; Submit epars for new hire, schedule drug screening, TB testing, titers; Generate, prepare, submit paperwork for H-1B processing for scholars/new hires - work closely with IPSO /HR on paperwork, hiring, salary changes, etc.

Payroll/Leave: Responsible for approving/entering time for employees for bi-weekly employees (processing/approving payroll every two weeks) and approving the other 5% entered by our Office Coordinator; Enter leave for exempt employees, telework hours, travel (oc days/PLA days), approve all leave in system for department. Oversee outside activity for all faculty; Advise faculty and staff of leave balances; Prepare and submit FMLA leave requests, return to work.

Personnel/Conflict/Issues: Work with faculty and staff on personnel related issues, write-ups, policies, annual evaluations, terminations, etc.

Faculty Recruitment and Seminars: Participate in faculty recruitment efforts; schedule visits, prepare itineraries; Manage weekly Seminar Series, prepare itineraries, send notices, organize all aspects of inperson visits.

Building Coordination and CEPAR: Shared responsible as building coordinator for CA, Interdisciplinary Research building; approving access to building, key requests, special shutdowns, etc.; Renovations - Oversee renovations (large and small) for department. Coordinate and approve requests for minor renovations, meet/supervise/coordinate jobs with contractors, negotiating funding, time-frame (based on needs of department); CEPAR - Responsible for the Department of Neuroscience & Regenerative Medicine Emergency Plan, ensuring updates are made, training is complete, call lists are current, continuity plan is updated.

Website and Digital Signage: Update/Edit DNRM Website and Digital Signage. Assist with Special Projects and Agendas that include coordinating/arranging Neuroscience Retreats and Symposiums, etc.

Financial Management & Procurement: Responsible for overseeing all funding sources for DNRM project and submit yearly budgets for state dollars (~ 2.8 million dollar) must balance budget during original; managing balanced budget throughout the fiscal year. Also responsible for startup budget commitments ~$6.7M. Oversee management of extramural grants/internal incentives/foundation accounts ~$7.9M annually. Approve all supply and equipment expenditures daily, pcard charges weekly. Enter requisitions for equipment purchases. Prepare/submit/approve Budget Amendments.

Cap Requirements and Quarterly Effort Reporting: Prepare, maintain, project effort for "Cap" for all Faculty over the NIH cap - Maintain spreadsheet, submit epars to report/correct distribution based on federal guidelines; Monitor grant funding for appropriate FTE/salary for RI, sponsored funding; Submit epars or prepare cost-transfers to correct distribution for faculty, staff, students. Pre-reviewer for effort certification (quarterly) - Review all effort for faculty, staff, students; If incorrect, prepare and submit cost-transfers

Inventory/Space: Capital Asset and Computer Inventory - Manage equipment inventory (approx. 750 capital assets) perform hands on inventory of all assets annually; manage computer inventory. Space Management - Oversight of space inventory in Archibus; Ensuring that all funding, personnel is entered and updated regularly.

Required Qualifications
Bachelor's degree in Business Administration or related discipline, along with five years of demonstrated administrative management experience OR Associate's degree, along with seven years of demonstrated administrative management experience.

Preferred Qualifications
Master's degree from an accredited college or university.

Knowledge, Skills, & Abilities
Ability to interact with all levels of staff
Strong management and organizational skills
Ability to work independently; maintain confidentiality
Excellent verbal/written communication and interpersonal skills
Ability to exercise sound judgment and professional decision-making
Proficient in Microsoft Office and other computer software/databases

Shift: Days; Monday - Friday (Work outside of normal business hours may be required)

Pay Grade: 22

Salary: $64,553/annually - $87,147/annually

Salary to be commensurate with qualifications of 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. Consider applying with us today!

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.

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 proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply
Consider applying with us today!
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 706-721-9365

To apply, please visit:

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