Administrative Assistant 2

at  Augusta University

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 make Augusta University an institution like no other.
The University System of Georgia 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/#p8.2.18personnelconduct.
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.

JOB SUMMARY

Provide administrative support to the Dental College of Georgia Associate Dean for Business and Finance, as well as the Director and Operations staff to equal support for 7 individuals. Often performing duties of a complex and confidential nature to include but not limited to, staying informed of all matters coming in/going out of Operations office, visitor reception, telephone coverage, correspondences, document preparation, travel arrangements, reimbursements, accounting, box file system maintenance, financial accounting, Quick Books maintenance, printing checks, managing Morgan Stanley bank account and various projects as needed.

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.
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

A Bachelor’s degree is preferred; previous experience dealing with business and/or financial matters, accounting experience.
Two years at the Administrative Assistant 1 level.

KNOWLEDGE

Proficient computer skills in Word, Excel, PowerPoint, QuickBooks and Outlook
Working knowledge of DCG policies/procedures.
Proficient knowledge of bank account reconciliation.

SKILLS

Excellent customer service skills
Telephone etiquette and organizational skills
Must be able to accept change often

ABILITIES

Ability to learn additional software programs, including PeopleSoft as needed
Ability to effectively interact with a variety of people while always being helpful and friendly, including faculty, deans, and staff across campus, as well as external callers and visitors to the Associate Dean’s Office.
Ability to multi-task and handle heavy workload
Ability to proofread with a very high level of accuracy.
Ability to accurately compose, format, and edit correspondence and documents
Professional, executive dress and demeanor required

The duties include, but are not limited to:
SCHEDULE MANAGEMENT: Manage calendar and schedule appointments for Associate Dean & Director for Business & Finance Operations department; Enter vacation time in CDAdmin calendar; Maintain Box filing system; Compose and prepare letters and other documents; Answer phones; Determine and make appropriate cost-effective travel arrangements and reimbursement requests for the DCG Business Finance Operation¿s division. Serve as liaison between other campus units; Prioritize materials to ensure deadlines are met within the office; Discern when direct response is appropriate. Coordinate catering
REPORTS: Process Dental Associates remittance vouchers, deposits, and checks; Maintain Dental Associate Facility Fee spreadsheet with daily entry of deposit information; Maintain Dental Associates check files and send to Augusta Data Storage periodically; Distribute monthly Dental Associates QuickBooks account status reports to departments; Balance numerous accounting reports on a daily and monthly basis. Update QuickBooks and resolve issues, including journal entries and voids. Reconcile dental foundation account monthly utilizing data sorting to each department for verification. Process patient refunds. Track pinnacle club payments.
INVENTORY MANAGEMENT: Requisition supplies and equipment for Business & Finance Operation department; Maintain P-Card & follow all guidelines and policies regarding P-card; Prepare IDRs, check requests and vouchers as needed for ordering supplies; Reconcile budget and expenditures for multiple PeopleSoft accounts on a periodic basis for balancing.
DOCUMENTS & MAIL: Retrieve and distribute mail for the Business & Finance Operation department; Deliver and pick up confidential documents and/or financial documents to include checks/deposits.
ROUTING MANAGEMENT: Prepare and manage Legal routings for contract/MOU review/approvals. Deliver and pick up. Create yearly resident and faculty merge letters. Quickbooks update liaison and administrator to update users.
AUDIT: Assist with the DCG Dental Associates annual Financial audit with Cherry Bekaert; Assist with the AU inventory annual audit for the institutional annual state audit.
MAINTENANCE REQUESTS: Submit requests for repairs/maintenance (for the entire Dental College), paper, staples, toner, and other supplies as needed for the copy machine in the Business & Finance area of Dental Administration; Maintain the central 5th-floor copy room.
ADMINISTRATIVE SUPPORT: Liaison between the Business & Finance area and all other departments within all DCG. Answer questions & provide guidance to other administrative support personnel throughout the entire Dental College. Provide backup and training as needed to other administrative support personnel within all DCG. Coordinate admin training. Coordinate Exit Interviews.
OTHER DUTIES: Perform all other job-related duties as assigned.