Job Description

Administrative Assistant 2

Job ID: 245084
Location: Summerville Campus
Full/Part Time: Full-Time
Regular/Temporary: Regular

Job Summary
Provides high level administrative support to the Dean and the Office of the Dean for the College of Education.

Responsibilities
The job duties include but are not limited to;
• Schedule and send calendar invitations as requested to include the Dean's Team and Leadership Team meetings; creates agendas, transcribes notes and takes minutes as needed. Maintains the Dean's Outlook calendar to include managing appointments on her behalf with internal and external parties. Maintains database information bi-annually and as needed for the emergency contact list, birthday list, telework agreements, and faculty and staff distribution lists.
• Greets visitors, directs phone calls received to the Dean's Office main phone line, provide appropriate responses to a variety of routine and non- routine questions concerning the office's operations and/or policies.
• Completes Travel Authorization forms, Outside Activity forms, and Travel Expense Statements for the Dean's Office. Completes travel arrangements to include completing registrations and setting up airfare with the Augusta Travel Agency. Processes all documentation for approvals and submit final documents to the Travel Office and/or Provost Office for processing and reimbursement.
• Manage the Dean's Office graduate assistant (GA) recruitment process each semester to include: placing advertisements for vacant positions, coordinating interviews, completing the GA hire approval forms and submitting documentation to the Graduate School, and providing new hire onboarding, access, and training.
• Supports the COE Business Operations Specialist with daily operation.
• Orders all supplies and equipment for the Dean's Office; enters routine and non-routine PeopleSoft requisitions for all purchase orders. Maintains healthy working relationships with multiple vendors. Requests quotes for requisitions, submits invoices after the successful receipt of orders. Acts as the point of contact for internal and external vendors.
• Maintains the Dean's Office Purchase Card for urgent or last minute office supplies or equipment and conference registration fees. Maintains accurate files and records for each purchase. Reconciles Purchase Card statement and expense reports each month.
• Manages, determines, allocates, and processes scholarship award amounts to students annually and as needed. Process Inter-Departmental Requests (IDRs) as needed for items purchased from other units on campus such as Copy and Print Services for business cards and flyers, Jag Store for swag items, Human Resources for background checks, etc..
• Liaise with the Field Experience Coordinator and school supervising teachers to facilitate and process all paperwork for supervisor teacher stipends at the conclusion of each semester.
• Liaise with COE Program Coordinators, the Field Experience Coordinator, external partners, and the AU Legal Office to facilitate the Memorandum of Understanding (MOU) document approval process.
• Coordinates and manages events sponsored by the Dean's Office; book room reservations, order catering, purchase needed items, organize volunteers ensuring set up and clean up for each event. Manages purchases, maintain all receipts, completes and processes all required paperwork to Foundation Accounting for expense reimbursements.
• Liaises with the IT Help Desk to streamline help tickets. Schedule new hire computer and phone installs. Maintains working knowledge of office equipment (scanners, copiers, and printers). Establishes, updates, and maintains laptop/computer and equipment inventories and records for the Dean's Office; Coordinates surplus requests with Property Control for dated, poor condition and/or inoperable department equipment. Serves as an asset control officer for the COE. Conducts and submits annual inventory.
• Liaises with the COE Security Authority and AU Information Technology to facilitate the access of Banner, Crystal, Jagtrax, and D2L for new employees in the Dean's Office.
• Submits work request forms for Facilities Operations for maintenance services within the Dean's Office and coordinates maintenance with the Building Coordinator and Facilities Operation Manager. Complete and processes key request forms for new hires. Manages the COEs 2 guest parking spaces.
• Perform all other related tasks/ 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, including two years at the Administrative Assistant 1 level.

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
Three years of experience working in a business related field in higher education. Working knowledge of AU policies and procedures. Thorough familiarity with Outlook, PeopleSoft Financials, and Event Management System

Knowledge, Skills, & Abilities
Ability to maintain confidentiality
Sensitivity to the needs of students
Flexibility and adaptability to process change
Excellent interpersonal, verbal, and written communication skills
Proficient in Microsoft Office and other computer software/databases
Detail-oriented with strong organizational skills and high ethical standards
Ability to work independently to perform complex tasks efficiently and effectively
Outstanding people skills and a thorough understanding of commitment to USG policies governing operations
Resourceful in conducting effective and efficient office operation to facilitate and support the mission of the department and college

Shift/Salary/Benefits
Shift: Days / M-F *Work outside of the normal business hours may be required.*
PG:12
Salary: Minimum: $15.05/hour - Midpoint $19.57/hour
Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: Until Filled

Conditions of Employment
All candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

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 the course of their employment and beyond.

Credit Check
This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

Department Information
The College of Education has a broad spectrum of programs that touch on areas such as Counseling, Kinesiology, School Leadership, and Teacher Education. Our faculty and staff are committed to high-impact practice within the context of a caring community and produce innovative research that seeks to address matters related to mental health, physical well-being, intellectual growth, and moral development. This Administrative Assistant II role makes a daily difference in the operations of the Dean's Office for the College of Education. We are seeking an individual who is passionate and driven to succeed, in keeping with our team’s outstanding culture, and someone who values a strong culture of excellence. If you share the same passion that we do, we hope you will consider this opportunity.

Other Information
This position is also responsible for promoting a customer friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner everyday with patients and families for success."

Augusta University is a tobacco free environment and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

To apply, please visit: https://apptrkr.com/3497612