"Administrative Assistant 2"

Job Summary

Position is sole support for Chair of Department of Pediatrics who also serves as Pediatrician-In-Chief of the WellStar Children's Hospital of Georgia. Responsible for providing administrative support to the Chair and the department which is of a complex nature. Individual will also be responsible for coordinating ongoing local, state and national conferences.

Responsibilities

The responsibilities include, but are not limited to:

Administrative Support

Provide administrative support to Department Chair and Department of Pediatrics leadership on a daily basis. Responsibilities include but are not limited to: maintaining calendar, arranging/coordinating meetings, taking minutes, answering phone, triaging calls, composing/typing correspondence, greeting visitors, etc.

Maintain Office Supplies

Order and maintain office supplies for department administrative offices. Adhere to all purchasing card guidelines and submit monthly reports of all transactions. Reconcile office supply budget on a monthly basis.

Coordinate Faculty Promotion and Tenure Process

Coordinate all aspects of faculty promotion and tenure process. Notify faculty of eligibility and work closely with P&T Committee to prepare appropriate documents for submission.

Assist Department Admin Staff as Needed

Assist department administration with various tasks which include but are not limited to: maintaining faculty and division files, reconciling and maintaining equipment inventory, completing IT/telecommunication work orders, collecting, logging and processing various financial forms, creating and distributing weekly schedule for department meetings/conferences, distributing monthly reports and data to divisions, reconciling various financial reports, completing facilities requests and following to completion.

Coordinate Faculty Interview Process

Coordinate and oversee faculty candidate interview process. Work with division contacts to create itineraries/agendas, make travel arrangements, arrange meetings, etc. for prospective faculty.

Coordinate Events

Coordinate/oversee coordination of conference/meetings/ events for department to include annual departmental retreat, visiting professor lectureships, consultant visits, Grand Rounds, etc. Assist with arranging speakers, ordering meals, tracking participation (e.g., CME), etc.

Assist Chair in Publishing

Assist Chair in publishing and/or editing textbooks, manuscripts, journal articles and in preparing presentations. Requires extensive attention to detail to insure accuracy.

Coordinate Travel

Coordinate travel arrangements for Chair which includes but is not limited to: booking hotel reservations, processing registration, preparing travel requests and travel expense statements, arranging flights, etc.

Coordinate Form Completion

Coordinate completion of forms/documents required of Department of Pediatrics faculty members and staff to include: OA1s/OA2s, travel forms, publications, clinic cancellations, Medical Administrative Service logs, property loan agreements, etc.

Faculty Annual Evaluations

Facilitate annual faculty evaluation process.

Coordinate OPPE Process

Coordinate and oversee the OPPE process. Work with the division contacts to track metrics and complete forms twice a year.

Develop Office Procedures

Develop, evaluate and implement office procedures.

Other

All other duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions.

OR

High School Diploma/GED from a recognized State or Federal accrediting organization and seven years progressively responsible experience in administrative support positions.

Knowledge, Skills, & Abilities

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 8:00am - 4:30pm - Will require flex time for special events (throughout the year) and grand rounds (weekly).

Pay Band: B5

Salary Range: $17.88/hourly - $21.92/hourly

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

Recruitment Period: 11/12/25 - 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. 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.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

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.

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.