Augusta University
Business Operations Specialist - Job Opening 247562
How to Apply:
To be considered an applicant for this position, you must apply online at https://www.augusta.edu/jobs and search Job ID: 247562.
Required Qualifications
Bachelor's degree from an accredited college or university in Business Administration or a related discipline and one year of administrative and/or management experience
OR
Associate's degree from an accredited college or university in a related field and a minimum of two 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 three years progressively responsible experience in administrative support positions.
Job Summary Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers. Perform high level decision making and is responsible for overseeing all day-to-day operations for multiple general and subspecialty divisions within the Department of Medicine. Position will support all areas of the AU mission (i.e., education, research, patient care and administration) which includes but is not limited to: performing HR functions, monitoring financial activities, ensuring compliance with all institutional policies and procedures and creating efficiencies within divisions. Must demonstrate initiative, resourcefulness, and problem solving skills in applying a detailed knowledge of the responsibilities, functions and underlying structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow. Responsibilities include, but are not limited to: Administrative Support: • Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers. • Support the department's academic, research, patient care, and service agendas with support and guidance of the Chair. • Duties for Chairman include: arranging meetings of importance, maintain daily schedule, prepare and maintain travel documents, correspond important information with division chiefs and faculty/staff. • Coordinate and process travel and reimbursements for the Chair. • Medicine Grand Rounds coordinator to include keeping/updating the master schedule for the fiscal year, contacting each division for presenters; contact presenters to obtain necessary information and paperwork; coordinate CME credits for each presentation; communicate with caterers to provide lunch; set up for event each week to include preparing flyer and sign in sheets. • Assists with Promotion and Tenure. Duties include contact faculty who are eligible for promotion; handling of all packets submitted; arrange committee meetings; work with faculty to perfect packets in accordance with guidelines and serve as a liaison with the Dean's office for faculty and committee • members. • Faculty Mentoring Program: Assist with yearly Faculty Development/Mentoring program to include coordinating training for faculty by outside guest; making packets and ordering food/drinks. • Manage monthly MAS reports for all faculty that have Medical Director duties making sure they are submitted in a timely manner. • Updates the Department of Medicine webpages as needed. • Serve as the IT Security Authority contact for faculty and staff to include requesting computer/application access for all new personnel. • Answering daily phone calls for the Department of Medicine. • Keep faculty files of confidential nature updated and organized. • Prepare necessary paperwork to create or update faculty and staff positions within division (i.e., faculty and staff position description forms, position classification forms, position review forms, etc.) • Create job postings for faculty and staff positions in PeopleSoft HRMS. • Manage job postings within PeopleSoft HRMS -review submitted resumes/CVs, coordinate staff interviews with position supervisor, create faculty candidate itineraries (coordinate visit date(s), arrange travel, book lodging, coordinate lunch and dinner plans, place catering order), serve as point of contact throughout interview dates, review interview evaluations for faculty and staff, create interview evaluation and upload necessary forms to PeopleSoft HRMS, input forms into PeopleSoft HRMS, and provide input on final candidate selection. • Manages departmental conference room calendar and assists with IT support when needed. Financial: • Budgetary planning for TRP - provide oversight and monitoring grant and state funds in excessive of $4,000,000 • Provides administrative support for multiple funding sources including state appropriations and multiple grant and contract accounts. • Responsible for the ordering of supplies and maintaining supplies for the Translational Research Program (TRP) • Review account reconciliation for TRP, to include monitoring supplies, travel and personnel expenses. • Enter appropriate ePARs for salary changes, FTE changes, distribution changes, extra duty pay, FMLA, leave without pay, etc. • Prepare necessary invoices and check requests for onboarding and moving expenses for new faculty members within division • Liaison for all financial and personnel activities in relation to the TRP i.e. contracts, service agreements, educational development, travel, and faculty research efforts. Operational: • Provide administrative personnel support to both faculty and staff, with emphasis on research positions which will include creating and monitoring both full and part time positions which will include student assistants as well as residents and fellows. • Provide staff direction and guidance on department policies, procedures and tasks . • Assist with and co-leading monthly staff meetings with Chair, Senior Administrator, Business Manager 2, etc. • Attend meetings and training sessions as needed at AU (i.e., HR training, town hall meetings, etc.) • Review and approve time in OneUSG system for bi-weekly and exempt faculty and staff. • Works independently and identifies priorities and courses of actions to make the Research Unit operate in a more efficient manner. Other duties • Perform all other job-related duties as assigned. Shift/Salary Shift: Days; Monday - Friday (Work outside of normal business hours may be required of an employee in an exempt level position) Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 8/10/22 - 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 Optimal Requirement Retirement), 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 candidates are required to successfully pass a Background Check review prior to starting with Augusta University. The primary work location for this position is within the Augusta University Medical Center or other Augusta University Health System Clinic Space and is subject to the Centers for Medicare & Medicaid Services guidelines. The selected candidate will be required to provide proof of COVID vaccination or an approved exemption. Your application to this position confirms you are aware of this requirement and agree to provide proof of either COVID vaccination or our organization's approval of a medical or religious exemption. 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 the course of 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.
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Job Summary Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers. Perform high level decision making and is responsible for overseeing all day-to-day operations for multiple general and subspecialty divisions within the Department of Medicine. Position will support all areas of the AU mission (i.e., education, research, patient care and administration) which includes but is not limited to: performing HR functions, monitoring financial activities, ensuring compliance with all institutional policies and procedures and creating efficiencies within divisions. Must demonstrate initiative, resourcefulness, and problem solving skills in applying a detailed knowledge of the responsibilities, functions and underlying structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow. Responsibilities include, but are not limited to: Administrative Support: • Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers. • Support the department's academic, research, patient care, and service agendas with support and guidance of the Chair. • Duties for Chairman include: arranging meetings of importance, maintain daily schedule, prepare and maintain travel documents, correspond important information with division chiefs and faculty/staff. • Coordinate and process travel and reimbursements for the Chair. • Medicine Grand Rounds coordinator to include keeping/updating the master schedule for the fiscal year, contacting each division for presenters; contact presenters to obtain necessary information and paperwork; coordinate CME credits for each presentation; communicate with caterers to provide lunch; set up for event each week to include preparing flyer and sign in sheets. • Assists with Promotion and Tenure. Duties include contact faculty who are eligible for promotion; handling of all packets submitted; arrange committee meetings; work with faculty to perfect packets in accordance with guidelines and serve as a liaison with the Dean's office for faculty and committee • members. • Faculty Mentoring Program: Assist with yearly Faculty Development/Mentoring program to include coordinating training for faculty by outside guest; making packets and ordering food/drinks. • Manage monthly MAS reports for all faculty that have Medical Director duties making sure they are submitted in a timely manner. • Updates the Department of Medicine webpages as needed. • Serve as the IT Security Authority contact for faculty and staff to include requesting computer/application access for all new personnel. • Answering daily phone calls for the Department of Medicine. • Keep faculty files of confidential nature updated and organized. • Prepare necessary paperwork to create or update faculty and staff positions within division (i.e., faculty and staff position description forms, position classification forms, position review forms, etc.) • Create job postings for faculty and staff positions in PeopleSoft HRMS. • Manage job postings within PeopleSoft HRMS -review submitted resumes/CVs, coordinate staff interviews with position supervisor, create faculty candidate itineraries (coordinate visit date(s), arrange travel, book lodging, coordinate lunch and dinner plans, place catering order), serve as point of contact throughout interview dates, review interview evaluations for faculty and staff, create interview evaluation and upload necessary forms to PeopleSoft HRMS, input forms into PeopleSoft HRMS, and provide input on final candidate selection. • Manages departmental conference room calendar and assists with IT support when needed. Financial: • Budgetary planning for TRP - provide oversight and monitoring grant and state funds in excessive of $4,000,000 • Provides administrative support for multiple funding sources including state appropriations and multiple grant and contract accounts. • Responsible for the ordering of supplies and maintaining supplies for the Translational Research Program (TRP) • Review account reconciliation for TRP, to include monitoring supplies, travel and personnel expenses. • Enter appropriate ePARs for salary changes, FTE changes, distribution changes, extra duty pay, FMLA, leave without pay, etc. • Prepare necessary invoices and check requests for onboarding and moving expenses for new faculty members within division • Liaison for all financial and personnel activities in relation to the TRP i.e. contracts, service agreements, educational development, travel, and faculty research efforts. Operational: • Provide administrative personnel support to both faculty and staff, with emphasis on research positions which will include creating and monitoring both full and part time positions which will include student assistants as well as residents and fellows. • Provide staff direction and guidance on department policies, procedures and tasks . • Assist with and co-leading monthly staff meetings with Chair, Senior Administrator, Business Manager 2, etc. • Attend meetings and training sessions as needed at AU (i.e., HR training, town hall meetings, etc.) • Review and approve time in OneUSG system for bi-weekly and exempt faculty and staff. • Works independently and identifies priorities and courses of actions to make the Research Unit operate in a more efficient manner. Other duties • Perform all other job-related duties as assigned. Shift/Salary Shift: Days; Monday - Friday (Work outside of normal business hours may be required of an employee in an exempt level position) Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: 8/10/22 - 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 Optimal Requirement Retirement), 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 candidates are required to successfully pass a Background Check review prior to starting with Augusta University. The primary work location for this position is within the Augusta University Medical Center or other Augusta University Health System Clinic Space and is subject to the Centers for Medicare & Medicaid Services guidelines. The selected candidate will be required to provide proof of COVID vaccination or an approved exemption. Your application to this position confirms you are aware of this requirement and agree to provide proof of either COVID vaccination or our organization's approval of a medical or religious exemption. 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 the course of 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.
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