"Administrative Assistant 2 (DCG Savannah Campus)"

Job Summary

This position will be based at the DCG Savannah Campus and provides administrative support to the Associate Dean of Extramural Clinics, performing duties of a complex and confidential nature, including but not limited to visitor reception, telephone coverage, correspondence, documentation preparation, reserving classrooms, coordinating with classroom services, assisting with appointments, travel, and expense reimbursement, accounting, filing, various project assistance, and other duties as assigned. This position requires a high degree of professionalism, organizational skills, and the ability to handle sensitive information with integrity.

Responsibilities

The duties include, but are not limited to:

• ADMINISTRATIVE SUPPORT: Provide advanced administrative support to the Associate Dean of Extramural Clinics (ADEC) and Vice Dean of DCG Savannah Campus, including managing calendars, emails, meeting schedules, document preparation, travel arrangements, and expense documentation and tracking for the Savannah Campus. Additionally, order office supplies and track projects. Maintain confidential records and ensure efficient documentation practices. Coordinate onboarding processes for new staff.
• In conjunction with the Associate Dean of Extramural Clinics, assist in coordinating and implementing clinical activities at the Augusta site and DCG Savannah campus. The role supports the ADEC in strategic planning and integrated implementation of DCG clinical activities external to the main campus. This involves facilitating the organization of clerkship rotations, hygiene clinics, and the development of new DCG external clinic sites. Additionally, aid in the expansion efforts of DCG to Savannah, Georgia, and other extramural clinical sites, and helps identify and secure additional clinical service opportunities throughout Georgia.
• The position also supports quality assurance and compliance initiatives within extramural clinical sites, helps establish collaboration training to ensure CODA compliance for students receiving academic credit for internal clinical activities, and implements policies and procedures to maintain standards of patient care consistent with DCG clinics.
• Direct day-to-day operations of the administrative office of the Dean and make changes as needed; ensure efficient work coverage and responsible use of resources; develop and promote policies that ensure positive interaction between administrative staff and other personnel; work independently to review/determine administrative/operational courses of action; organize office to ensure workflow is streamlined and tasks are delegated appropriately.
• TRAVEL: This role involves determining appropriate and cost-effective travel arrangements for Associates/Vice Deans. Responsibilities include ensuring that all travel authorization and reimbursement paperwork is completed promptly and submitted in accordance with established guidelines. Additionally, it requires preparing comprehensive travel packets and all necessary documents before each travel event, creating and tracking travel logs, and creating travel budget spreadsheets.
• RECRUITMENT: Oversee and direct recruitment efforts on behalf of the Associate and Vice Dean; work with Executive Search to assist in hosting all recruits that report to the Dean or as needed, for all other DCG Savannah departments.
• PROJECT ASSISTANCE: Provide support for various projects by maintaining records, drafting reports, and tracking program processes. Organize and coordinate events, including travel arrangements and logistics. Preparation of grant proposals by the Dean's Office, requiring the ability to proofread and edit own work. Preparation of course teaching materials and public presentation materials. The presence of the individual may be required in attendance to facilitate the function, requiring evening and weekend work; ad hoc projects may be assigned.
• BUDGET MANAGEMENT: Monitor budget expenditure, track and process reimbursements, and prepare budget reports for the Savannah Campus and all its departments. Provide comprehensive support for the Savannah campus and manage the Vice Dean's budget accounts. Collaborate closely with the DCG Business and Finance Office to ensure all budgetary requirements are met.
• COMMUNICATION: Act as a liaison between the Associate Dean and Vice Dean of Savannah and other departments, faculty, staff, external agencies, and the Augusta campus dean's office. Respond to requests for information and follow up on assignments. Serve as a liaison for DCG Savannah campus administration, including coordination with DCG Dean, Augusta University, and Georgia Southern leadership.
• OTHER DUTIES: Perform all other job-related 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 or equivalent from a recognized State or Federal accredited organization and seven years' progressively responsible experience in administrative support positions.

Preferred Qualifications

A Bachelor's Degree is preferred. Experience with database software (i.e. Banner). Additional related experience.

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient computer skills in Word, Excel, Outlook, Adobe Acrobat, Banner, PowerPoint, Compliance Assist, eCurriculum, and Qualtrics. Working knowledge of policies and procedures.

SKILLS
Excellent customer service skills and communication (including telephone).

ABILITIES
Ability to maintain confidentiality. Ability to multitask and handle a heavy workload. Ability to proofread with high-level accuracy. Proficient knowledge of bank account reconciliation. Ability to accurately compose, format, and edit correspondence and documents. Ability to quickly learn software. Ability to interact with a wide variety of people, including faculty, students, residents, deans, and staff across the university, as well as external callers and visitors.