"Administrative Assistant 3"

Job Summary

This position performs responsible administrative and secretarial duties of a complex and confidential nature in support of a Vice President, the Provost, or Dean to relieve supervisor of varied clerical and administrative responsibilities.

Coordinates the daily operation of Administrative and Medical staff, assuring compliance to all Augusta University (AU) policy and procedures, as well as the Georgia Department of Veterans Service (DVS), Georgia Department of Community Health (DCH), and The Joint Commission requirements. Manages administrative projects in relation to the mission/vision of GWVNH for Executive Director, Associate Director, and Medical Director, coordinating and communicating with all Department Heads. Coordinates and maintains all personnel actions and confidential files. Assists in the preparation of AU and DVS budgets. Serves as a facility IT Security Administrator and coordinates all IT purchases.

Responsibilities

The duties include, but are not limited to:

COMPLIANCE DATA: Responsible for collection and analysis of compliance data as required by federal VA and state DCH regulations and by The Joint Commission. Maintains ongoing communication with regulators as needed to meet standards and regulations for compliance review. Maintains current licenses for all professional staff and coordinates both new and current contracts for professional services/affiliations to ensure AU, DVS, state, and Joint Commission requirements are met.

MAINTAIN CALENDARS AND SCHEDULES AND OTHER ASSOCIATED DUTIES: Coordinates schedules and calendars for the Executive Director, Associate Director, and Medical Director, ensuring efficiency and effectiveness of schedules. Coordinates all weekly/monthly and quarterly facility meetings held in the facility conference room. Performs other duties as assigned.

COORDINATE PERSONNEL ACTIONS: Coordinates personnel actions for all staff and maintains files. Verifies and forwards appropriate documentation to human resources (HR). Ensures HR and Occupational Health (OH) requirements are completed. Manage exempt staff leave in OneUSG and verify exempt pre-pay listing for all departments. Develop personnel management reports, to include lapse monies and vacancy rates. Coordinates travel documents for all staff and maintains facility travel expenses.

MAINTAIN CONFIDENTIALITY: Manages confidential correspondence for Administration. Effectively responds to and maintains sensitive information regarding resident/patient inquiries, facility complaints, and staff communications. Interacts with Department Heads, AU, DVS, veteran's groups, politicians, clergy, resident/patient advocates, residents/patients, and families.

COORDINATE IT NEEDS: Oversees facility IT needs and serves as a facility IT security administrator, determining needs and recommending proposals for improved TI services throughout the facility; works with campus and outside IT support services on project development and troubleshooting. Conducts staff in-services and individual training as needed.

ASSIST WITH BUDGET PREP: Interprets and analyzes budget documents for two separate budget cycles annually, AU and DVS, and prepares all necessary supporting documentation. Analyzes spreadsheets regarding budget, salaries, cost saving programs, events, benefits, equipment, travel, and specific purchases, clarifies positive and negative aspects and assists with decision making. Makes other financial decisions and recommendations on equipment purchases for all staff.

MONTHLY AND ANNUAL REPORTS: Maintains data, analyzes and develops monthly reports for Administration; compiles and publishes the facility annual report.

PARTICIPATE IN WEEKLY MEETING AND KEEP MINUTES: As a member of the Department Head committee, participates in weekly meetings by reporting on data, communicating ideas, and input in decision-making; prepares and maintains Minutes of this meeting.

MAINTAIN POLICIES AND FORMS: Assists in developing facility policies and forms. Maintains all policy and procedure manuals and forms on network BOX shared drive.

PREPARES PROGRAM HANDOUTS AND EDIT MONTHLY NEWSLETTER: Develops/publishes programs and invitations for facility Memorial Day and Veterans Day ceremonies and any other events that may be scheduled throughout the year. Edits the facility VetCom, the monthly facility newsletter.

OTHER DUTIES: Perform all other job-related duties as assigned.

Required Qualifications

A Bachelor's degree from an accredited college or university and two years of progressively responsible administrative support experience.
OR
An Associate's degree from an accredited college or university and five years of directly applicable experience.
OR
A high school diploma, GED, or equivalent from a recognized State or Federal accrediting organization and eight years of directly applicable experience.

Preferred Qualifications

Five years of extensive computer and MS Office (Word, Excel, Publisher, Access, and Outlook) experience. Experience in office management in a health care facility. Extensive knowledge of AU policies and procedures, Georgia DVS organization and communication structure, PeopleSoft & OneUSG systems

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases

SKILLS
Excellent interpersonal, written and verbal communication skills
Detail-oriented with strong organizational, prioritization and multi-tasking skills

ABILITIES
Ability to maintain confidentiality