"Administrative Assistant 1"

Job Summary

This opportunity works under the direct supervision of the Section Chief and Business Manager II. This position is responsible for providing administrative, academic, and/or operational assistance to the Section Chief, and current 10 faculty members and 6 APP's within the division. This position is responsible for travel coordination, correspondence management, conference coordination and agenda preparation, maintain outlook calendar for faculty, telephone/visitor management and additional duties assigned. This position is also administrative back-up for the pulmonary fellowship program as needed.

Responsibilities

The responsibilities include but are not limited to:

Administrative

• Provide administrative support to the Pulmonary/Critical Care Chief, Business Manager, and is assigned to 10 faculty members to include: Answer phones, direct calls, take messages, answer questions
• Maintains and monitors the division's supply budget
• Reconciles other departmental budgets (ie: research, and start up accounts)
• Completes monthly leave calendars for all faculty
• Assist with monthly effort reporting for all faculty
• Maintains the on-call rotation schedule
• Creates and maintains the faculty calendar for monthly service rotations
• Assist with faculty recruitment
• Maintains the departmental website
• Complete check requests, key requests, IDR's, transcribe dictations, prepare recommendation letters
• Coordinates and submits required paperwork for all observerships for the division
• Coordinates and manages vendor fairs for the divisions on a quarterly basis

Academic

• Maintain up to date assigned faculty CV's, to include converting new faculty CV's to MCG format
• Maintain files for BLS/ACLS cert., licenses, DEA, CV's and for assigned faculty
• Maintain photos/graphics files and biographical sketches for each assigned faculty
• Coordinate faculty recruitment (i.e make travel arrangements, schedule appointments, complete itinerary per BOR requirements)
• Assist with faculty credentialing and re-credentialing
• Complete request for education grants from various sources in accordance to policy and procedure
• Assist fellows and assigned faculty with publications to include typing, revising and submitting
• Assist faculty/fellows with research grants and/or IRB submissions
• Locate, retrieve or request journal articles

Travel/Leave Coordination

• Coordinate, prepare and process fellow travel and leave requests which includes: Prepare all required forms (ie. Travel request, check request)
• Process request for leave and/or call changes (off-campus, annual, sick, etc.)
• Coordinate travel arrangements if necessary
• Assess clinical coverage needs
• Ensure all coverage arrangements have been finalized before submitting to the Section Chief for formal approval
• Ensure all paperwork is complete and finalized within 2 weeks of departure date
• Prepare expense statements upon return

Clinical Administration

• Ensures clinic cancellations have been entered in the system to minimize scheduling issues.
• Assist with monthly rotation schedule changes, clinic cancellations, urgent emergency consults, and Friday Continuity schedules
• Assist with CF Projects when needed
• Assist with rescheduling patients when emergencies arise

Other Duties

• All other related duties/tasks as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field and a minimum of three years progressively responsible experience in administrative support positions. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and six years of progressively responsible experience in administrative support positions.

Knowledge, Skills, & Abilities

• Ability to maintain confidentiality.
• Excellent interpersonal, written and verbal communication skills.
• Proficient in Microsoft Office and other computer software/databases.
• Detail-oriented with strong organizational, prioritization and multi-tasking skills.

Shift/Salary/Benefits

Shift: Days/M-F Pay Band: B2 Salary Range: $15.77/hourly - $16.06/hourly Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position. Recruitment Period: 8/13/25 - Until Filled Reposted: 10/8/25 - 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.