Office Specialist

About the Role

The Office Specialist will coordinate administrative activities for divisions within the Department of Pediatrics at Augusta University. This role involves fiscal management of accounts and providing administrative and operational support for multiple divisions.

Key Responsibilities

• General Office Duties
• Greet visitors, answer, and triage telephone calls, providing accurate responses to inquiries about office operations and/or policies/procedures.
• Direct individuals to appropriate resources when questions exceed knowledge.
• Provide phone coverage for other divisions as needed.
• Time Keeping
• Maintain timekeeping tracking logs for faculty/staff.
• Ensure completion of leave requests.
• Provide the administration with the timekeeping tracking log monthly.
• Events
• Assist with special events as needed.
• Administrative Support
• Provide administrative support including faxing, maintaining files, and organizing the office.
• Assist division chiefs, faculty, and staff in developing procedures to improve division functions.
• Attend division/department meetings, prepare agendas, and record minutes for timely distribution.
• Assist faculty/staff with meeting deadlines.
• Enter call schedules into the call system.
• Assist with grant document preparation and obtaining articles.
• Correspondence
• Distribute incoming correspondence daily, comparing it with previous communications.
• Compose routing correspondence.
• Format and type documents such as presentations, grants, manuscripts, and abstracts.
• Prepare and route forms/documents for Augusta University support services, including budgets, routing sheets, IDR’s, check requests, and remittance authorizations.
• Proofread and edit draft material.
• Determine the priority of incoming material and route it to the appropriate personnel.
• Administrative Duties
• Create, access, and maintain various databases in coordination with faculty members.
• Assist faculty with the completion/submission of documents, forms, and reports.
• Prepare written and presentation materials for superiors.
• Gather and compile information; perform calculations.
• Prepare spreadsheets, reports, or presentation materials (e.g., PowerPoint), and assist in developing narrative information and graphic displays.
• Meetings
• Schedule group and individual meetings, including determining attendee availability, sending notifications and reminders, reserving meeting locations, coordinating catering, and preparing reimbursement forms.
• Calendars
• Maintain group and individual faculty calendars.
• Maintain conference room schedules.
• Coordinate requested meetings.
• Assist with the recruitment process by coordinating applicant travel and interview itineraries.
• Budgetary Support
• Provide budgetary support, including managing accounts (RI supply budget, grants, contracts, alumni/foundation accounts).
• Reconcile and balance monthly reports.
• Work with DSPA to ensure proper grant budget management and compliance.
• Track budgets and expenses.
• Assist with reimbursements for faculty, staff, and vendors.
• Reconcile PeopleSoft ledger reports monthly and provide account status information to leadership.
• Travel
• Make travel arrangements for faculty and staff.
• Prepare necessary paperwork for travel approval and expense reimbursement.
• Purchasing
• Initiate purchase requisitions and coordinate with the purchasing office.
• Gather data and prepare routing information related to purchasing office supplies and equipment.
• Initiate facilities management work orders as necessary.
• Other Duties
• All other duties as assigned.

Requirements & Tech Stack

• Microsoft Office Suite
• Other computer software/databases
• PeopleSoft (for ledger reporting)

Qualifications

• Required:
• Associate's degree from an accredited college or university in a related field.
• OR High School Diploma/GED from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.
• Preferred:
• Previous office administration experience.
• Experience in an academic medical center and/or healthcare environment.

Knowledge, Skills, & Abilities

• Ability to maintain confidentiality.
• Basic accounting knowledge.
• Self-motivated.
• Excellent interpersonal, written, and verbal communication skills.
• Proficient in Microsoft Office and other computer software/databases.
• Detail-oriented with strong organizational, prioritization, and multi-tasking skills.
• Ability to tolerate and prioritize multiple demands.
• Ability to exercise sound judgment and make responsible decisions.
• Ability to work independently with minimal supervision.

Shift/Salary/Benefits

• Shift: Days, Monday – Friday, 8:00 AM – 4:30 PM
• Pay Band: B3
• Salary: $16.54/hourly
• Salary commensurate with qualifications.
• Benefits: Available to full-time benefits-eligible employees and some half-time (or more) employees, may include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), vacation time, sick leave, and 13 paid holidays.
• Tuition Assistance Program: Available to full-time employees with more than 6 months of successful employment.

Conditions of Employment

• Successful Background Check review is required.
• Credit check may be required for Positions of Trust and/or approved departmental Purchase Card usage.
• Motor vehicle reports are required for positions operating an Augusta University vehicle.
• For Faculty Hires: Proof of completed academic degree(s) and post-secondary coursework (original transcripts) is required. Educational/credential evaluation needed for those trained by foreign institutions.
• All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive information by exercising sound judgment and adhering to cybersecurity and privacy policies.