"Office Specialist"

Job Summary

This position provides administrative support for the Institutional Biosafety Committee, Institutional Chemical Safety Committee, Radiation Safety Committees, and various Subcommittees. Processes, tracks, and maintains files for protocol requests for use of Biological and Chemical agents. Provides office assistance in support of the Environmental Health and Safety Division to include completion of travel forms, procurement process, performing data entry, completion of reports, coordinating office equipment repair, completion of personnel actions, and file maintenance. In support of the Institution Biosafety Committee, processes and tracks the disposition of faculty research protocols; uploads data into the biosafety database; coordinates locations and parking for committee meetings; maintains committee files.

Responsibilities

The duties include, but are not limited to:

COMMITTEE FUNCTIONS:

Organize/coordinate and maintain documentation for the Institutional Biosafety Committee, Institutional Chemical Safety Committee, AU Radiation Safety Committee, and various subcommittees. Obtain approval for minutes, distribute agenda, and create documentation for meetings. Process renewal of membership and membership appointments as needed for these committees. Organize and set up meeting locations.

TRAVEL FORM PROCESSING:

Prepare Travel Requests and Travel Reimbursement forms within two days of receipt, verify forms are completed within established policy, resolve any discrepancies, and track to completion.

PROCUREMENT:

Process requests for procurement of office and technical supplies. Document and maintain subscription orders and contracts. Maintain monthly P-Card Transaction Log. Maintain routine supplies in stock. Contact vendors as needed for information or services. Complete necessary paperwork and data entry in a timely manner and obtain approval signatures prior to obligating funds. Order high priority items on same day as requested. Track delivery dates, receipt, and resolve discrepancies in orders as needed.

FILING:

Maintain requested filing systems to include personnel files in an orderly accessible fashion and maintain copies of all outgoing documentation.

OFFICE FUNCTIONS:

Interactions with faculty, staff, students, visitors, and vendors by phone or in person are necessary daily. This position provides backup assistance for incoming lines for the Division and as receptionist for office visitors. Responsibilities include contacts appropriate staff members immediately for emergency response of incidents to include fire, radiation spill, biological spill, personal injury, or indoor environmental quality. Communication and coverage are conducted in a helpful, courteous, and efficient manner and within established guidelines. Telephones are to be answered by the third ring and transferred, when necessary to the appropriate personnel.

PROTOCOL PROCESSING:

Initiate triennial renewal of biosafety protocols. Tracks protocol expiration dates. Generates Triennial Assist document for each investigator and contacts investigators to request renewals prior to protocol expiration. This department initiative supports a commitment by the institution to the National Institute of Health.
Process protocol requests for use of Biological and Chemical agents. Process DSPA /OHRP/eIRB requests for approval for Biosafety. Complete proper documentation for distribution to the Biological/Chemical Safety Officer, AVP, and Committee/Subcommittee members and document tracking while in progress. Data entry into spreadsheet of approved Principal Investigators and process sublicense and appropriate memorandum to notify parties of completion.

ADMINISTRATIVE SUPPORT:

Provide administrative support to the Biosafety and Chemical Safety Offices.
Assists Supervisor, AVP/RSO, Director, Office Manager, and other EH&S staff.

HUMAN RESOURCE FUNCTIONS:

Assist in coordination of interviews for position vacancies. Arrange interview schedules, complete itineraries, distribute documentation, greet candidates and provide overview information, and obtain job references.

OTHER DUTIES:

Perform all other job-related duties as assigned.

Required Qualifications

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

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.

Other Required Qualifications

Valid Driver's License.

Preferred Qualifications

Knowledge of AU Policies and Procedures. Graduation from an accredited college or university with an Associate's degree from an accredited college or university including course work in subjects related to performance of position, supplemented by excellent oral and written communication skills, computer applications, typing skill of 45 wpm, and two years administrative experience.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases.

SKILLS

Detailed-oriented with strong organizational, prioritization, and multi-tasking skills.

Excellent interpersonal, written and verbal communication skills

Typing skills of 45 WPM

ABILITIES

Ability to maintain confidentiality.

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: B3

Salary: Minimum $16.54/hour

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!

Location

Augusta University -

Our Health Sciences Campus:

1120 15th Street, Augusta, GA 30912

Our Summerville Campus:

2500 Walton Way, Augusta, GA 30904