Department Administrator 2- MCG Immunology Center of GA

Job Details

• Job Title: Department Administrator 2- MCG Immunology Center of GA
• Location: Augusta University
• Regular/Temporary: Regular
• Full/Part Time: Full-Time
• Job ID: 297952

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other.

Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Location

Augusta University

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

College/Department Information

The Immunology Center of Georgia (IMMCG) represents a new initiative by the Medical College of Georgia at Augusta University to leverage the ability of the immune system to combat disease. The IMMCG will accomplish this by assembling teams of biomedical researchers with strong records of scientific innovation and technological development. The IMMCG will be co-directed by world-class immunologists Drs. Catherine, Lynn, Hedrick and Klaus Ley, both of whom have made major discoveries linking immune cells to specific mechanisms of disease. The goal of the IMMCG is to produce novel and effective treatments for conditions that heavily impact the communities of Georgia and the United States. The new center is aggressively recruiting faculty and staff to lead projects focused on cardiovascular disease, obesity and metabolic disorders, autoimmune and infectious disease, neurodegenerative disease and cancer.

Job Summary

The Immunology Center of Georgia (IMMCG) is a newly developed center at at at the newly developed center at the Medical College of Georgia. The Department Administrator for the center will develop and implement, in conjunction with the Center's Directors, the strategic plan used to meet the goals and objectives of the Center. The strategic plan will detail the way the Center will be established (staffing and non-personnel), how the Center will operate (internal policies and procedures), and the fiscal responsibility the Center will need to be successful. Once the initial phase of development is complete, this position will be responsible for the establishment, recruitment and hiring of all professional staff, developing and maintaining all fiscal budgets, to include, but not limited to RI, sponsored and foundation accounts and developing a facilities plan for the Center and the new faculty recruited. IMMCG is expected to have a minimum of 12 core faculty, 8 professional staff, and approximately 50 research and technical staff and students.

Responsibilities

Responsibilities to include, but are not limited to:

New/Vacant positions- Prepare Add/Change forms for faculty, staff, students, non-paid affiliates, Student Assistants, etc. (reviewing funding, etc.) - prepare route, submit for position number, and budget approvals. Preparing critical hire - prepare, route, and submit for approvals. Job postings for positions - prepare, route, and submit for approvals. Review applicants, liaison - work with HR on job offers for classified positions. Faculty positions - prepare job offers, route to Dean's office for approval, work with incoming faculty on degree verifications, schedule drug screenings, moves, needs for startup of labs, etc., lab renovations, etc. Participate in faculty recruitment efforts; schedule visits, prepare itineraries, walk candidates to designated meetings, and submit reimbursements to candidate and vendors.

J-1 and H1B Scholars- Gather, prepare, and submit appropriate paperwork for incoming J-1 scholars, including yearly extension of visas, preparing invitation letters, scheduling incoming appointments, assisting with living quarters when needed, preparing forms for hire - submit epars for new hire, schedule drug screening, TB testing, and titers. Generate, prepare, submit paperwork for H-1B processing for scholars/new hires - work closely with IPSO/HR on paperwork, hiring, salary changes, etc.

Personnel-- Responsible for approving and entering time of employees for bi-weekly employees (processing/approving payroll every two weeks). Enter leave for exempt employees, travel (oc days/PLA days), and approve all leave in system for department. Oversee outside activity for all faculty. Advise faculty and staff of leave balances. Prepare and submit FMLA leave requests, return to work. Work with faculty and staff on personnel related issues, write-ups, policies, evaluations, terminations, etc. Oversee and ensure that all departmental Faculty & staff complete their annual evaluation. Oversee and ensure that all departmental faculty, staff, & students complete annual training.

Financial Management and Procurement-Responsible for overseeing all funding sources for IMMCG - project and submit yearly budgets for state dollars (approx. $1.9 million dollars) must balance budget during original budget; managing balanced budget throughout the fiscal year. Also responsible for startup budget commitments (approx. $22 million dollars). Oversee management of extramural grants, internal incentives, and foundation accounts of approximately $3.8 million dollars annually.

Directly responsible for reconciling personnel monthly for all funding sources, projecting balances, submitting epars for personnel; distribution changes and cost-transfers. Prepare, submit, and approve Budget Amendments. Approve all supply and equipment expenditures daily, p-card charges weekly.

Prepare, maintain, and project effort for "Cap" for all Faculty over the NIH cap: Maintain spreadsheet, submit epars to report or correct distribution based on federal guidelines; Monitor grant funding for appropriate FTE/salary for RI, sponsored funding; Submit epars or prepare cost-transfers to correct distribution for faculty, staff, students. Pre-reviewer for effort certification (quarterly): Review all effort for faculty, staff, students; If incorrect, prepare and submit cost-transfers; Submit epars for all future FTE; Responsible for ensuring that all effort is certified in a timely manner.

Review orders for allowable expenses for certain fund types. Approve requisitions. Work closely with Accountant I: Review yearly contracts for special equipment prior to approving orders submitted by PI/lab personnel - based on current usage, need, repairs, etc.

Responsible for ensuring that compliance is maintained by cardholders when using p-cards. Review requests for p-card transactions daily to ensure that any charges placed are allowable. Monthly: Check to make sure that items purchased are coded correctly (Correct CFC, correct code), log sheet is completed, ensure sales tax has not been charged, receipts and documents are in place. Sign off on transactions after review in works. Ensure that annual training is completed for each cardholder.

Prepare and assist in "grant" submissions for department: Generate internal budget based on salaries, supplies, travel, and equipment for all Principal Investigators submitting extramural/intramural grants. Work closely with faculty to determine FTE (based on current funding) for grant submissions: generate and prepare budgets for various agencies, NIH, AHA, ADA, DOD, etc. Calculate unobligated balance and work with Sponsored accounting on actual projected carryforward. Work with Pls on justifications if 25% or above.

Manage equipment inventory (approx. 300 capital assets) perform hands - on inventory of all assets annually; manage computer inventory.

Oversight of space inventory in Archibus; Ensuring that all funding, personnel is entered and updated regularly.

Building Coordination and Management/CEPAR- Shared responsibility as building coordinator for CN, Georgia Cancer Research building; approving access to building, key requests, special shutdowns, etc.

Oversee renovations (large and small) for Center. Coordinate and approve requests for minor renovations, meet/supervise/coordinate jobs with contractors, negotiating funding, timeframe (based on needs of center).

Manage database for all -80 freezers and specialized equipment that needs monitoring; ensure that contact lists are updated regularly; 24/7 back up to all PIs for on call freezer alarms; 24/7, first caller for any common freezers/equipment; contacting lab personnel/PIs when systems are down

Responsible for the Immunology Center of Georgia Emergency Plan, ensuring updates are made, training is complete, call lists are current, continuity plan is updated.

Perform all other job-related duties as assigned.

Required Qualifications

Bachelor's degree from an accredited college or university in Business Administration or related discipline with five years of demonstrated administrative management experience.

Preferred Qualifications

Master's degree from an accredited college or university in business administration or related discipline.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases.

SKILLS

Strong management and organizational skills.

Excellent interpersonal, written, and verbal communication skills.

ABILITIES

Ability to interact with all levels of staff.

Ability to work independently; maintain confidentiality.

Ability to exercise sound judgement and professional decision-making.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (Work outside of normal business hours may be required).

Salary: $82,800-$105,600 annually.

Pay Band: B15

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.

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!