"Administrative Assistant 2 - Pathology"

Job Summary

This position supports the Chairman of the Department of Pathology, Medical College of Georgia, Augusta University and is responsible for providing support to the Department Administration by planning, organizing and managing the administrative staffing resources supporting the faculty of the Augusta University Department of Pathology. Assists and supports the Department Administrator with reports and administrative tasks and procedures. Coordinates faculty and staff processes/functions.

Responsibilities

The duties include, but are not limited to:

ASSISTANT TO THE CHAIRMAN

• Coordination and management of the daily activities of the Department Chairman's calendar, travel itineraries and schedule.
• Initiate and complete the Chairman's travel authorizations and reimbursement for local, national and international meetings/conferences.
• Schedule and manage meetings and meeting summary reports.
• Provide direct clerical/administrative support in accordance with directives and deadlines.

CHAIRMAN'S OFFICE OPERATIONS/ ADMINISTRATIVE

• Manage the day-to-day operations of the Department of Pathology Chairman's office.
• Provide administrative support to the Department Faculty. Establish and maintain faculty, staff and departmental files.
• Serve as back-up to the Residency Program Coordinator.
• Compose and type correspondence, reports, data spreadsheets and other directives in accordance with deadlines and procedures.
• Prioritize and resolve inquiries.
• Answer and direct Pathology phone calls.
• Manage conference room bookings.
• Initiate and prepare Faculty Change Position Forms (FPDs) and Position Classification Forms (PCFs). Ensure processes/procedures for approvals, OneUSG Input and finalization. Maintain updates and track FPDs and PCFs for the Department of Pathology.
• Work interactively with the MCG Faculty Liaison, MCG Dean's Office and University Faculty Support Staff for reports and tasks requests.
• Coordinate, schedule and provide administrative assistance for department meetings and projects. Coordinate office/departmental events and activities for faculty and staff.
• Administrative coordinator for Department Grand Rounds Committee. Coordinate/facilitate guest travel, lodging and reimbursement. Coordinate Grand Rounds set-up, guest itinerary/scheduling.

FACULTY EVALUATIONS / PERSONNEL ACTIONS

• Manage and coordinate faculty actions, appointments, onboarding, retirement and Faculty Promotion and Tenure for the Department of Pathology. Serve as the Department of Pathology liaison for faculty support and work cohesively with the MCG Faculty Support Liaison and the AU Faculty Support Departments.
• Facilitate the departmental faculty evaluation process via PACT: OPPE processes.
• Coordinate and manage faculty recruitment efforts - place ads, schedule/coordinate interviews for visiting faculty candidates, facilitate visiting faculty travel, coordinate faculty candidate itineraries, serve as administrative coordinator for Department Search Committees, maintain OneUSG processes and data input.
• Coordinate onboarding/out-processing processes for new/departing faculty.
• Coordinate with the International Postdoctoral Services Office for J-1, H-1B and Visa approvals for faculty.

STAFF RECRUITMENT & PERSONNEL ACTIONS

• Coordinate and manage staff personnel actions for the Department of Pathology and Georgia Esoteric Lab.
• Coordinate onboarding for J-1, H-1B and International Scholars / Post Docs with the International and Postdoctoral Services Office.

ADMINISTRATIVE

• Departmental faculty time-off data input for OneUSG. Correct and review biweekly and exempt faculty/staff work hours/leave via the OneUSG system.
• Provide administrative/clerical support to the section for Clinical Pathology faculty.
• Maintain the operation of the Chairman's office.
• Departmental mail receipt and distribution.
• Initiate and complete faculty travel authorization and travel reimbursements for Clinical Pathology faculty.
• Maintain, update and distribute the Clinical Pathology faculty on-call schedules (3). Responsible for data input into the ONCall system/QGenda system. Input immediate changes and provide immediate notifications.
• Greet visitors/customers within the Chairman's Office. Facilitate telephone calls for the Chairman's office.
• Support the Department Administrator IV and Business Operations Specialist as needed.

OTHER

Perform other 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' progressively responsible experience in administrative support positions OR High School Diploma, GED, or equivalent from a State or Federal accrediting organization and seven years' progressively responsible experience in administrative support positions.

Preferred Qualifications

Five to ten years' progressive executive office experience.

Knowledge, Skills, & Abilities

Proficient in Microsoft Office and other computer software/databases. Knowledge of office operations and coordination. Excellent interpersonal, written, and verbal communication skills. Excellent prioritization, organizational, detail-oriented, time-management and coordinating skills. Ability to maintain confidentiality. Ability to build and improve systems, policies, and procedures in a collaborative and constructive environment. This position requires personal tact, judgment, and deference to authority. Typical interactions are with professional faculty both within and outside of the department. Maintaining a professional image of the department is paramount. The position requires working with associates in other departments and accomplishing goals, therefore maintaining working relationships with colleagues is preeminent. Ability to work independently, meet deadlines, make sound and professional decisions in a fast-paced, multi-faceted environment.

Shift/Salary/Benefits

Shift: Days; Monday - Friday. Salary Range: $17.88/hour - $21.92/hour. Pay Band: B5. Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position. Recruitment Period: Until Filled. Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.