Administrative Assistant 1 - Dermatology
Job ID: 280024
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:
*

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 10,500 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 https://www.augusta.edu/about/mission.php 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 https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office 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 Medical College of Georgia Department of Dermatology has a 50+ year history of training residents to be among the finest physicians in our state and around the country. We are also committed to providing the highest quality of care for our body's largest organ - the skin. We offer adult and pediatric medical and surgical/laser services as well as Mohs surgery and Dermatopathology. The department strives to cover a broad scope of health care services with unique perspective given to our additional missions of skin biology and disease research and education. Our board-certified dermatologists represent regional, national, and international leaders in dermatology and skin biology research, clinical outcomes research and medical education. Our physicians are faculty members of the Medical College of Georgia and are extensively involved in educating medical students, resident physicians, and our physician colleagues in all aspects of dermatology. Clinical services by our departmental physicians are provided through the Dermatology Clinic at the Augusta University Medical Center.
Job Summary
This position provides academic administrative support to the Chair of the Department of Dermatology and Dermatology Faculty and assistance for the Business Operations Specialist with Financial Management. Serve as the Dermatology Clerkship Coordinator, provides additional support for the Dermatology Residency Training Program and clinical administrative support.
Responsibilities
The duties include, but are not limited to:
ADMINISTRATIVE SUPPORT DERMATOLOGY CHAIR: Maintains calendar of all administrative, educational and clinical activities which includes high-level and sensitive meetings, outreach initiatives, and ensuring clinical assignments are reflected accurately on the calendar. Submit monthly MAS. Create PowerPoint slides; maintain CV and PACT, transcribe dictations, process recommendation letters, and other administrative duties. Assist Chair with faculty evaluation process. Set-up the Faculty Development plans for new faculty.
FACULTY RECRUITMENT: Coordinate travel arrangements including lodging, travel, local transportation, recruitment dinner, assist with creation of the itinerary; prepare documents for expenses related to faculty recruitment.
CREDENTIALING: Assist with re-credentialing, promotion and tenure processes as it relates to faculty within the department undergoing this process; Maintain files for BLS/ACLS certificates, licenses, DEA; Maintain photos/graphics files and biographical sketches; Assist with publication submissions.
ALUMNI: Coordinate the Annual Alumni Newsletter and facilitate production with the Department Chair. (This letter is an integral part of the Department's philanthropic endeavors which has been very successful).
RESEARCH: Assist Department Chair in preparing research documents, routing forms, HAC forms, and other forms as requested: Maintain protocol binders, database, and Study Tracker when needed.
ADMINISTRATIVE SUPPORT FOR DEPARTMENT FACULTY: Provide administrative support to other assigned faculty and Business Operations Specialist and general assistance to the Department of Dermatology. Coordinate, prepare and process faculty and resident travel and leave requests; Obtain documents from faculty members and residents, coordinate travel forms (TA, TES, OA-1, OA-2), coordinate arrangements as necessary, ensure all coverage arrangements have been finalized before submission, ensure that all paperwork is finalized within two weeks of departure date; post leave to faculty leave calendar. Maintain up-to-date CV and PACT; Maintain files for BLS/ACLS, licensure, DEA, etc. needed for recredentialing process. Maintain photo/graphics files and biographical sketches. Serve as liaison for visitors over the phone and in-person always providing excellent customer service. Handle all incoming and outgoing mail to the Department. Prepare paperwork for Observerships as requested.
FINANCIAL MANAGEMENT: Provide financial support for existing/planned operations; Prepare check requests and IDRs, validate funding source, and submit to Business Operations Specialist for approval. Ensure compliance with AU state appropriations, grant accounts, monthly reconciliation of all supply and travel financial information ensuring that all expenses are allocated correctly. Work with the Business Operations Specialist to eliminate the possibility of Budget Check (BCM) errors by the Department using financial forecasting strategies and proactively managing all assigned accounts. Provide monthly financial reports; Respond promptly to requests regarding financials, Department Accounts and expenditures; Print Comprehensive Financial Reports and Foundation Reports monthly. Maintain records of all purchased and Peoplesoft Requisitions; Prepare monthly report of reconciled accounts for the Dermatology Department Chair and Business Operations Specialist. Review phone charges monthly to ensure accuracy; complete work orders for all changes; Ensure funds availability for all expense requests from faculty and residents to include faculty development and resident allocations. Develop and implement techniques to reduce expenditure of the Department. Maintain accurate inventory. Prepare Key Requests.
DERMATOLOGY CLERKSHIP COORDINATOR: Coordinate all aspects of MCG and visiting student rotations to the Department of Dermatology. Handle Add/Drop forms, schedule students through VSAS, prepare student packets, conduct student orientation on the first day, maintain student schedules in conjunction with the Chief Resident; Administer Student Exam, Ensure that One45 evaluations are sent out and completed for each student; Schedule faculty interviews; Enter grades in Banner, organize, plan and execute yearly 'Rotator Dinner' event; Ensure Letters of Recommendation are written and submitted to ERAS, assist declared Dermatology students with interview and Match process. Prepare and enter Curriculum Inventory.
DERMATOLOGY RESIDENCY PROGRAM SUPPORT: Scan dermatology slides and create PowerPoint presentations for resident education. Coordinate ballot submissions and payment process for the Marshall Guill Resident Teaching Award every year. Prepare and enter Curriculum Inventory. As needed, support/assist as needed with the resident interview process during the months of December ' February. (i.e. lodging arrangements, parking, coordination of caterers); Assist with preparation of itineraries and other required documents. Assist with yearly Resident graduation, including invitation design and distribution.
CLINICAL ADMINISTRATIVE SUPPORT: Organize monthly faculty and resident 'On Call' schedule in electronic on-line system; Distribute and post calendars and schedules (including VA); Oversee QA Log by distributing entries to residents each quarter for appropriate follow-up. Prepare OPPE Report Cards for all faculty bi-annually.
OTHER: Perform other related duties as assigned.
Required Qualifications
Associate degree from an accredited college or university in a related field and a minimum of three years of progressively responsible experience in administrative support positions.
OR
High school diploma, GED or equivalent from a recognized State or Federal accrediting organization and six years of progressively responsible experience in administrative support positions.
Preferred Qualifications
Two or more years' experience in a medical or academic office.
Experience working with Augusta University student programs is highly desirable.
Experience with One45 and Banner systems.
Knowledge, Skills, & Abilities
Proficient in Microsoft Office and other computer software/databases.
SKILLS
Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong organizational, customer service, prioritization and multi-tasking skills.
ABILITIES
Ability to maintain confidentiality. Must be dependable and demonstrate initiative. Willingness to learn new skills.
Shift/Salary/Benefits
Shift: Days; Monday - Friday
Salary Range: $15.77-$18.89 hourly.
Pay Band: B2
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!
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.
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 every day 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.
Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer, welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.
How To Apply
Consider applying with us today!

https://www.augusta.edu/hr/jobs/ Search for Job ID: 280024.
Select University Faculty & Staff > External Applicants if you are a candidate from outside the university.
Select University Faculty & Staff > Internal Applicants if you are a current university employee.
If you need further assistance, please contact us at 706-721-9365.
To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=280024&PostingSeq=1
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