Administrative Assistant 1

Augusta University; Augusta (GA); On-site; USD 22,000 - 26,000; Full time

Benefits offered by this job

Tuition assistance

13 paid holidays

Job summary

Augusta University is seeking an Administrative Assistant to support the OBGYN Subspecialist Divisions (GYN Oncology, REI, MFM). The role involves managing calendars, coordinating travel, handling confidential files, and assisting with recruitment and conference logistics in a busy medical office setting.

Ideal candidates will have an associate's degree (or high school with substantial experience), strong Microsoft Office skills, and excellent communication and organizational abilities to ensure

Qualifications

• Associate's degree or High School diploma with progressive experience in administrative support.
• Proficient in Microsoft Office and office software.
• Excellent written and verbal communication; ability to handle confidential information.

Responsibilities

• Provide administrative, academic and operational support to the OBGYN subspecialist and fellows.
• Prepare travel authorizations and reimbursements for faculty, fellows, and APPs.
• Maintain confidential faculty administrative files and CVs; process leave requests.
• Manage calendars, schedules, and office communications; respond to calls and inquiries.
• Coordinate conference logistics and support recruitment activities for open positions.

Skills

Administrative support

Microsoft Office

Attention to detail

Communication

Education

Associate's degree

High School diploma

Job description

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 Medical College of Georgia (MCG) is one of the nation's largest medical schools by class size, with 304 students per class. The MCG educational experience is anchored by the main campus in Augusta, with regional clinical campuses for third- and fourth-year students across the state, and two four-year campuses located in Athens (in partnership with the University of Georgia) and in Savannah (in partnership with Georgia Southern University). MCG's expanding partnerships with physicians and hospitals across Georgia currently provide more than 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to approximately 575 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary

This position serves as the Administrative Assistant to the OBGYN Sub-Specialist Divisions (GYN Oncology, REI, and MFM).

Responsibilities

• Provide administrative, academic and operation support to the OBGYN subspecialist and fellows
• Prepare travel authorizations and reimbursements for faculty, fellows, and APPs
• Maintain confidential faculty administrative files in a secured location
• Maintain/update faculty CV in Augusta University required format
• Process leave request
• Order the blocking and cancellation of clinics for physicians leave or off campus time
• Send notification to proper personnel regarding rescheduling/canceling patients
• Place all leave requests on OB/GYN Subspecialist calendar
• Generate calendar for the nightly call schedule for OB/GYN Subspecialist in Q-Genda and place call schedules on office message board
• Maintain schedules and calendars. Correct any changes and send corrections to proper email groups.
• Handle incoming/outgoing calls in a professional manner
• Record messages accurately in detail to include correct name and telephone number
• Receive visitors in courteous and helpful manner
• Direct calls and visitors to appropriate personnel/location

Conference Coordination

• Handle incoming/outgoing calls in a professional manner
• Record messages accurately in detail to include correct name and telephone number
• Receive visitors in courteous and helpful manner
• Direct calls and visitors to appropriate personnel/location

Section Chief Support

• Maintain very detailed Section Chiefs Outlook calendar and OR calendar
• Monitor appointment calendar for conflicts and bring to the attention of the Chiefs
• Reminder Chief of scheduled appointments
• Assist with handouts, teaching material, posters and abstracts
• Maintain travel folders, complete travel requests and expense statements
• Answer phone calls, take and deliver detailed messages
• Correspond with pharmaceutical reps and guest speakers
• Assist with recruitment of any open faculty positions (i.e., coordinating itineraries, candidate travel and expense reimbursements).

Other

• Perform all other related duties/tasks as assigned.

Required Qualifications

Educational Requirements

• Associate's degree from an accredited college or university in a related field and a minimum of 3 years of progressively responsible experience in administrative support positions OR High School, GED or equivalent from a recognized state or federal accredited organization and 6 years progressively responsible experience in administrative support positions.

Preferred Experience

• Four or more years' working in office environment; knowledge of Obstetrics & Gynecology
• Experience in online grant applications and web page maintenance
• Self-starter, focused, highly motivated and productive

Abilities

Knowledge, Skills, & Abilities

• Ability to maintain confidentiality
• Must be dependable and reliable
• Knowledge of transcription/dictation
• Attention to detail and highly organized
• Proficient in Microsoft Office and other computer software/databases
• Previous administrative support experience in a medical office setting
• Excellent verbal/written communication, interpersonal, and time-management skills
• Ability to work independently; meet deadlines; work under pressure in a customer service environment

Shift/Salary/Benefits

• Shift: Days/M-F
• Pay Band: 2
• Salary Minimum: $15.77/hour - $18.89/hour
• Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
• Recruitment Period: 7/31/26 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.