Administrative Assistant 2

Job Summary

Reporting to the Associate Vice President for Community Engagement, the Administrative Assistant II will perform administrative and operational functions for the AVP and the Community Engagement team with considerable latitude for exercising independent judgement and discretion.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE SUPPORT TO AVP & DEPARTMENT:

• Support travel arrangements and expense reimbursements for the AVP and other department team members as needed.
• Coordinate AVP's schedule, booking meetings, reserving rooms, and preparing agendas or materials as appropriate.
• Develop and manage shared calendars to help the team plan efficiently.
• Implement and maintain administrative systems to streamline work, improve, date accuracy, and reduce redundancies.
• Maintain accurate administrative and financial records to support audits and reviews.

OFFICE EFFICIENCY & SUPPORT SERVICES:

• Serve as the front-line contact for campus and community partners via phone and in person.
• Maintain an organized and efficient office environment, including supplies inventory and order placement.
• Keep up-to-date compliance files, forms, and administrative records that supports smooth day-to-day operations.
• Identify and recommend process improvements to enhance administrative efficiency across the team.

EVENT & PROGRAM SUPPORT:

• Coordinate logistics for community engagement events, meetings, and activities including reserving spaces, handling RSVPs, setting up venues, ordering catering, and preparing materials.
• Assist with pre-and post-event administrative tasks to ensure seamless program execution.
• Maintain event calendars and collaborate with team members to promote participation and engagement.

FINANCIAL & PURCHASING SUPPORT:

• Assist with processing budget-related documents such as requisitions, invoices, and expense reports.
• Prepare monthly standardized budget reports to track spending and inform decision-making.
• Liaise with vendors and campus offices to facilitate purchases and resolve procurement questions.

SERVICE EXCELLENCE & COLLABORATION:

• Deliver courteous, proactive service that reflects the values of the Office of Community Engagement and supports its partnerships.
• Assist team members on collaborative initiatives and special projects as needed.

OTHER: Perform all duties as assigned

Required Qualifications

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

OR

High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization, and seven years of progressively responsible experience in administrative support positions.

Preferred Qualifications

Bachelor's degree from an accredited college or university in a related field

Preferred Experience

• Experience working with Augusta University/AU Medical Center in invoice processing and tracking software
• Experience working with State of Georgia/AU Health Travel Requirements
• Expert level experience in working with Microsoft Excel and Microsoft PowerPoint
• Prior special events logistical planning experience

Knowledge, Skills, & Abilities

KNOWLEDGE

• Proficient in Microsoft Office and other computer software/databases
• A high energy level, integrity, and sincerity

SKILLS

• Excellent interpersonal, verbal, and written communication skills
• Attention to detail and analytical abilities
• Requires adaptability, good judgment, and initiative
• Strong organizational and time management skills

ABILITIES

• Ability to maintain confidentiality
• Ability to work independently to solve problems, handle confidential information, and navigate sensitive situations
• Ability to multi-task, think creatively, and handle a heavy workload
• Ability to support events
• Ability to analyze data, generate reports, and interpret metrics to inform decision-making
• Ability to troubleshoot issues and implement effective solutions
• Ability to lead and facilitate meetings with both small and large groups of people and communicate effectively

Location

Augusta University - Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912
Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

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.