Business Operations Specialist
Job ID: 293050
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 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 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 Division of Institutional Effectiveness (IE) provides support and leadership through planning, assessment, data analysis & reporting, performance monitoring & improvement, and project management. The practical and collaborative services drive overall organizational improvements in quality, responsiveness, and efficiency for internal and external stakeholders.
Job Summary
This position provides sole business operations support and primary administrative support for the Division of Institutional Effectiveness, which is led by the Vice President for Institutional Effectiveness and includes 4 AVP/directors and 15 professional staff. This position is a critical center of activity for the office with regard to maintaining the highest levels of efficiency and stewardship of institutional resources as well as helping set the right tone and working environment. In addition to the technical skills expected of the individual to manage a fast-paced office environment with executive interactions, the individual is critical to our customer service both within the office team and with those who rely on us from across the institution. The individual must be proficient executing processes, enforcing operating procedures and standards, and using technology to manage budgets, equipment, supplies, records, files, etc.
Responsibilities
MANAGE MEETINGS AND CALENDARS: Manage meetings and departmental calendars for the VP and AVP/directors, including all meetings involving the VP for Institutional Effectiveness, division meetings involving other members of President's Cabinet, internal staff meetings, and other meetings that are complex in nature (e.g., recurrence and/or duration of meetings, several parties included, etc.) Tasks associated with this duty include working with Meeting Leaders and other meeting attendees to develop the Meeting Agendas, timely dissemination of Agendas and Action Minutes, ensuring parking for meeting attendees as needed and coordinating availability of equipment, and assisting with routine follow-up. Managing the VP for Institutional Effectiveness's calendar to ensure meetings are prioritized appropriately. Managing IE calendars associated with resource accounts and meeting spaces to ensure appropriate, prioritized, and consistent use.
MANAGE DEPARTMENTAL FINANCIAL AND PHYSICAL RESOURCES: Maintaining and reconciling the departmental budget monthly via detailed spreadsheets, including projecting expenses based on anticipated invoices, recurring payments, planned purchases, etc. Processing purchase requests, PCard transactions, etc. Monitoring and maintaining IE supply, equipment, and space inventory to ensure seamless productivity for IE staff as well as efficient and appropriate use of office resources. Maintaining relations with institutional contacts related to finance and facilities and with vendors associated with supplies and equipment (e.g., print/copy vendor). Remaining updated on all Finance policies and procedures to ensure continuing compliance with institutional, USG, and statewide expectations. Notifying IE staff as needed of changes to Finance policies and procedures. Monitoring all departmental contracts for renewal anniversaries and to trigger renewal discussions/negotiations. Managing all annual memberships and/or routine purchases to ensure continued relevance.
MANAGE DEPARTMENTAL BUSINESS PROCESSES AND RECORDS, INCLUDING: Developing and maintaining standard operating procedures for IE compliance with institutional policies and processes, as well as those established internally to ensure a productive and collegial workplace. Manage and facilitate employee relations, including onboarding (as assigned throughout the division and across campus) to ensure a positive and productive initial experience by new staff and the exit process for all team members who terminate employment with the division. Maintaining personnel files and management processes, including position requests, recruiting activities, performance appraisals, the IE organizational chart, and shared email directory updates. Facilitate processes to ensure the Division follows university policy and procedures such as contract routing, Outside Professional Activity reporting, etc. Ensuring documented compliance with time and attendance procedures among all IE staff. Maintaining paper and electronic filing system of critical materials.
MANAGE STAFF TRAVEL: Annually gathering and updating a 12-month travel planning calendar to estimate overall travel projections for the fiscal year. Working with staff to produce travel estimates, including registration, air and ground transportation, lodging, meals, etc., and to ensure timely reimbursement in accordance with institutional policies and procedures. Coordinating travel logistics, including working with travel agencies, and car rental companies, to secure travel that is both economical for the institution and safe and productive for the travelling staff. Remaining updated on all Travel policies and procedures to ensure continuing compliance with Institutional, USG, and statewide expectations. Notifying IE staff as needed of changes to Travel policies and procedures. Scheduling in-service sharing/training opportunities for when staff return.
PROVIDE ADMINISTRATIVE SUPPORT: Overseeing general office support, such as providing reception, covering phones, managing postal and electronic mail, etc. Maintaining support relationships with other campus offices.
: Perform other duties as assigned.
Required Qualifications
Bachelor's degree from an accredited college or university in Business Administration or a related discipline and one year of administrative and/or management experience OR Associate's degree from an accredited college or university and two years of relevant experience OR High School diploma, GED or equivalent from a recognized State or Federal accrediting organization and three years of administrative and fiscal management experience.
Preferred Qualifications
Bachelor's degree from an accredited college or university and seven years' experience. Experience working in higher education and supporting higher education executives. Knowledge of institutional effectiveness services. Budget management experience.
Knowledge, Skills, & Abilities
KNOWLEDGE
Foundational knowledge of accounting and AU policies and procedures.
Knowledge of PeopleSoft Purchase Requisitions and HRMS processes.
Knowledge of PCard Purchasing processes.
Knowledge of fund accounting, understanding different approval requirements based on the source of funds.
In-depth familiarity and comfort using Microsoft products, particularly Outlook, Teams, Excel, and Word; Box or other cloud-based filing systems; Peoplesoft or other financial/HR information systems; technology-based office productivity products, etc.
SKILLS
Detail-oriented with strong prioritization and organizational skills.
ABILITIES
Ability to maintain confidentiality.
Proven problem-solving ability.
Demonstrated initiative in decision-making and priority setting.
Ability to take initiative and act on needs without supervision.
Ability to perform and coordinate numerous functions and activities simultaneously.
Shift/Salary/Benefits
Shift: Days; M-F (Work outside of the standard business hours may be required)
Pay Band: B10
Salary: Minimum $52,500/annually
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.
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.
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/
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=293050&PostingSeq=1
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