"Office Associate"

Job Summary

This position is critical course support for the Department of Restorative Sciences. Close interaction with faculty, admin, and students occurs on a daily basis to support a quality learning environment. The position is responsible in the development, organization, and maintenance of course documentation, assessments, and schedules, under the guidance of department faculty.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE SUPPORT:

Directly provide administrative support primarily for Year 1, Year 2, Year 3 students and DCG CPR courses, and limited support for other Restorative Sciences courses: Input quiz/ exam questions, create quizzes/assessments, grade quizzes/assessments, and generate grade reports using the Exam Soft and Desire to Learn (D2L) platforms, maintain daily student's grade sheets using Excel. Format course content, set up D2L course outlines and gradebooks, input student grades and quiz questions, post course content to include course syllabus, manuals, schedules, and any other course related materials in D2L. Create course related documents using all Microsoft Office programs. Collect, track, prepare, and distribute faculty peer evaluations in accordance with department and DCG policy. Accompany faculty to course classes when required for course support or for semester introductions.

LIAISON AND SCHEDULING:

Serve as a liaison between faculty members and students regarding academic activities such as class assignments, supplies, textbooks, assessment review sessions and current grade status. Schedule appointments with students for course directors. Schedule course meetings: make room reservations and event arrangements to include catering when required. Arrange with the Testing and Disabilities Center for exam testing for students with accommodation/make-up exams. Assist faculty with other academic projects as needed. Work with faculty and students who are involved with a remediation course. Responsible for confidential information such as students' grades, GPA, and testing accommodations.

RECEPTIONIST TASKS:

Answer phone calls professionally, maintain excellent customer service, redirect calls to appropriate department. Perform general office duties to include but not limited to photocopying, scanning, faxing, mailing, and filing. Maintain personal department outlook calendar

CLINICS AND OTHER DEPARTMENTS SUPPORT:

Work with the dispensary and clinics to ensure all forms and course material/supplies are available to students when required. Works with other departments as needed to accomplish tasks and responsibilities related to course scheduling. Update job knowledge by participating in educational opportunities and completing all required annual training. Serve as the department point of contact when required. Maintain all course files in accordance with AU'BOR policy. Perform all other duties as assigned.

FINANCIAL/BUDGET DUTIES:

Critical analysis and tracking of All financial and budgetary information including monitoring expenses, purchases, oversight of data entry, monthly reconciliation of expenses. Acts independently and in concert with the Chair to ensure fiscal soundness of the department in alignment with the department and DCG budget plans. Coordinate expenses from department accounts as approved by the Chair. Manage department research and travel funds, including oversight, management and completion of the documentation. Evaluate budget reports to manage projected annual expenses and prepare department expense reports. Maintain bookkeeping through monthly PeopleSoft financial reports. Process reimbursements. Perform monthly account reconciliations on all accounts.

OTHER:

Perform all other duties as assigned.

Required Qualifications

High school diploma, or GED, or equivalent from a recognized state or federal accrediting organization and a minimum of one year of office support experience.

Preferred Qualifications

Associate degree from an accredited college or university or three years of progressive office administration experience.

Preferred Experience

Experience working in a university setting, associate degree in business and experience with Exam Soft & D2L.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office, Outlook, Axium, Exam Soft and D2L. Working Knowledge of DCG and BOR policies and procedures.

SKILL

Excellent organizational skills, detail-oriented and ability to prioritize tasks. Excellent oral and written communications skills.

ABILITIES

Ability to maintain confidentiality. Ability to work independently with only general supervision. Ability to compete with work and to meet deadlines. Evaluating processes for best practices, delegating workload and implementing efficient work procedures. Exercise good judgement in facilitating operation of Restorative Sciences. Data interpretation for reporting.

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.