"Administrative Assistant 2"

Job Summary

Provide administrative support to the Department of Medicine's Chairman's office, to include the department's Chairman, Senior Administrator, and subspecialty division managers. Responsible for overseeing the day-to-day operations of the Chairman's office, in addition to being the primary point of contact for the Chairman and the office.

Responsibilities

The responsibilities include, but are not limited to:

Administrative Support

Serve as primary point of contact for the DOM & Chairman's office; greet visitors, screen calls, sort mail. Provide admin support to Chairman, Sr. Administrator, & subspecialty division managers. Support department's academic, research, patient care, & service agendas. Directly support the Chair by maintaining calendar & scheduling meetings, prepare travel & documents, compose correspondence & format/type documents, correspond important information with division chiefs & faculty/staff. Manage MAS reports. Coordinate Grand Rounds to include the master schedule for the year, contacting divisions for presenters, contact presenters to obtain necessary information & paperwork, coordinate CME credits for presentations, order & coordinate with caterers for lunches, send calendar appointments, set up & prepare for each presentation with flyers/reminders/sign in sheets. Assist with Promotion & Tenure to include contacting eligible faculty, handling of packets, arrange committee meetings, & serve as liaison. Assist with faculty development/mentoring program. Coordinate & collect materials for faculty appointments; copies of offer letters & appointments; submit faculty resignations. Work with staff to have faculty evaluations completed annually. Coordinate & collect materials for clinical faculty appointments.

Financial

Responsible for ordering supplies for the office. Prepare necessary invoices, check requests, and travel reimbursements for the Chair and Senior Administrator. Process all check requests and reimbursements for Grand Rounds participants and vendors.

Operational

Provide department staff direction and guidance on departmental policies, procedures, and tasks. Maintain administrative, fiscal, and faculty/staff records; keep confidential records updated and organized. Manage departmental conference room calendar and assist with IT support for room as needed. Maintain office supplies and equipment inventory. Update the department's webpages as needed. Update and maintain accurate departmental staff and faculty listings. Assist with coordinating monthly Chair and Division Chief meetings for the department.

All other

All other duties as assigned.

Required Qualifications

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

Knowledge, Skills, & Abilities

ABILITIES

• Ability to maintain confidentiality
• Detail-oriented
• Excellent interpersonal, verbal, and written communication skills
• Proficient in Microsoft Office and other computer software/databases

Shift/Salary/Benefits

Shift: Days/M-F

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: 2/6/26 - 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!