Administrative Assistant 2

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 12,000 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. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other. Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state. The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653 . Location Augusta University Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912 Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904 College/Department Information The Medical College of Georgia (MCG) is one of the nation's largest medical schools by class size, with 304 students per class. The MCG educational experience is anchored by the main campus in Augusta, with regional clinical campuses for third- and fourth-year students across the state, and two four-year campuses located in Athens (in partnership with the University of Georgia) and in Savannah (in partnership with Georgia Southern University). MCG's expanding partnerships with physicians and hospitals across Georgia currently provide more than 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to approximately 575 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide. Job Summary This position works under the direct supervision of the Business Manager 2. This position is responsible for providing administrative, academic and/or operational support to the Business Manager 2 and faculty members of the Division of Hematology/Oncology in the Department of Medicine. The duties include supporting Encore Grant ($1.5M a year grants) and supporting clinical trials paperwork as needed by the Pl, faculty recruitment visit itineraries preparation, CME event coordination and execution. This position is responsible for assisting Wellstar Faculty and APP's travel and leave coordination, providing administrative support to RadOnc by processing travel documentation and check request as needed, maintaining outlook calendars for AU assigned faculty, assisting with phone triage, telephone/visitor management and performing other duties as assigned. This position is responsible for back-up coverage for other positions within the section as needed. Responsibilities The responsibilities include, but are not limited to: Administrative, Academic, and Operational Support Provide administrative, academic, and operational support to the assigned Hematology/Oncology faculty and Business Manager. Coordinate meetings and maintain Outlook calendars for assigned HemOnc faculty members. Update the wRVU and CAPSA spreadsheets with information provided by the Business Manager. Provide support for NCORP grants ($1.5M/year) Provide support for clinical trial grants to assist P.I. Order office and research supplies within Health eSHOP for physicians. Assist the Business Manager with faculty and APP recruitment and onboarding. Prepare paperwork to create or update faculty and staff positions within the division, including faculty/staff position description forms, position classification forms, position review forms, etc. Recruitment coordination - manage job postings, review resumes/CVs, coordinating staff interviews, create faculty candidate itineraries and coordinate all aspects of the interview process, including visit date(s), hotel reservations, coordinating meals/catering, and serving as point of contact throughout interview dates. Maintain faculty CVs to include converting new faculty CVs to MCG format, educators portfolio, and other information. Assist faculty in completing packet for re-credentialing, promotion, tenure processes, and annual evaluation. Make new files and folders; create new forms; scan documents and photos; create PowerPoint slides; type check requests, key requests, and item surplus requests. Financial Coordination Providing financial support for existing/planned operations. Responsible for processing Radiation Oncology faculty and APP reimbursements. Prepare all check requests and IDR's, validate funding source, and submit to business manager for approval. Ensures compliance with AU state appropriations, grant accounts, MCG and AU Foundation and AUMA policies when applicable: monthly reconciling of all supply and travel financial information ensuring that all expenses are allocated correctly; work with Business Manager to eliminate possibility of Budget Checking (BCM) errors for division by using financial forecasting strategies and proactively managing all assigned accounts. Print comprehensive financial report and Foundation reports of Division PeopleSoft accounts and MCG Foundation accounts monthly. Review phone charges monthly to ensure accuracy. Ensure funds availability for all expense requests from RadOnc faculty and AU and Wellstar APPs allocations. Travel and Travel Expense Coordination Coordinate, prepare and process faculty travel authorization, travel expense statements, registration, leave requests, and OA-1 forms. Coordinate APP and other staff travel if necessary. Trouble shoot issues relating to travel and travel expense statements. Ensure that all paperwork is completed and finalized within two weeks of departure date. Prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly. Obtain travel reimbursement documentation from faculty member. Maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of each fiscal year. Customer Service and Telephone/Visitor Management Coverage of primary phone line, direct calls, answer questions, assist and direct visitors in a professional manner. Record messag