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Inside Higher Ed · 1 week ago

Administrative Assistant 2 (DCG Savannah Campus)

Augusta, GA

Full-time

Onsite

Mid Level

4+ years exp

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators. The Administrative Assistant 2 position provides advanced administrative support to the Associate Dean of Extramural Clinics, managing calendars, travel arrangements, and maintaining confidential records while ensuring efficient documentation practices.

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Responsibilities

Provide advanced administrative support to the Associate Dean of Extramural Clinics (ADEC) and Vice Dean of DCG Savannah Campus, including managing calendars, emails, meeting schedules, document preparation, travel arrangements, and expense documentation and tracking for the Savannah Campus

Additionally, order office supplies and track projects

Maintain confidential records and ensure efficient documentation practices

Coordinate onboarding processes for new staff

In conjunction with the Associate Dean of Extramural Clinics, assist in coordinating and implementing clinical activities at the Augusta site and DCG Savannah campus

The role supports the ADEC in strategic planning and integrated implementation of DCG clinical activities external to the main campus

This involves facilitating the organization of clerkship rotations, hygiene clinics, and the development of new DCG external clinic sites

Additionally, aid in the expansion efforts of DCG to Savannah, Georgia, and other extramural clinical sites, and helps identify and secure additional clinical service opportunities throughout Georgia

The position also supports quality assurance and compliance initiatives within extramural clinical sites, helps establish collaboration training to ensure CODA compliance for students receiving academic credit for internal clinical activities, and implements policies and procedures to maintain standards of patient care consistent with DCG clinics

Direct day-to-day operations of the administrative office of the Dean and make changes as needed; ensure efficient work coverage and responsible use of resources; develop and promote policies that ensure positive interaction between administrative staff and other personnel; work independently to review/determine administrative/operational courses of action; organize office to ensure workflow is streamlined and tasks are delegated appropriately

This role involves determining appropriate and cost-effective travel arrangements for Associates/Vice Deans

Responsibilities include ensuring that all travel authorization and reimbursement paperwork is completed promptly and submitted in accordance with established guidelines

Additionally, it requires preparing comprehensive travel packets and all necessary documents before each travel event, creating and tracking travel logs, and creating travel budget spreadsheets

Oversee and direct recruitment efforts on behalf of the Associate and Vice Dean; work with Executive Search to assist in hosting all recruits that report to the Dean or as needed, for all other DCG Savannah departments

Provide support for various projects by maintaining records, drafting reports, and tracking program processes

Organize and coordinate events, including travel arrangements and logistics

Preparation of grant proposals by the Dean's Office, requiring the ability to proofread and edit own work

Preparation of course teaching materials and public presentation materials

The presence of the individual may be required in attendance to facilitate the function, requiring evening and weekend work; ad hoc projects may be assigned

Monitor budget expenditure, track and process reimbursements, and prepare budget reports for the Savannah Campus and all its departments

Provide comprehensive support for the Savannah campus and manage the Vice Dean's budget accounts

Collaborate closely with the DCG Business and Finance Office to ensure all budgetary requirements are met

Act as a liaison between the Associate Dean and Vice Dean of Savannah and other departments, faculty, staff, external agencies, and the Augusta campus dean's office

Respond to requests for information and follow up on assignments

Serve as a liaison for DCG Savannah campus administration, including coordination with DCG Dean, Augusta University, and Georgia Southern leadership

Perform all other job-related duties as assigned

Qualification

Administrative supportBudget managementDatabase softwareProficient computer skillsCustomer serviceMultitaskProofreadCommunication skillsMaintain confidentiality

Required

Associate's degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions

High School diploma, GED or equivalent from a recognized State or Federal accredited organization and seven years' progressively responsible experience in administrative support positions