Administrative Assistant

Administrative Assistant 3

Job

Location:

Augusta University

Full/Part Time:
Full Time

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 11,584 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. Augusta University’s mission and values make Augusta University an institution like no other.

Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

Located conveniently in Augusta's downtown medical community, Georgia War Veterans Nursing Home provides continuous professional nursing care to veterans of Georgia who have served in the armed forces during war times. The home is owned and funded by the Georgia Department of Veterans Service and operated through an interagency agreement with Augusta University. Through this association, Georgia War Veterans Nursing Home is considered a leader in the area of geriatric educational training for Augusta University.

This position performs responsible administrative and secretarial duties of a complex and confidential nature in support of a Vice President, the Provost, or Dean to relieve supervisor of varied clerical and administrative responsibilities. Coordinates the daily operation of Administrative and Medical staff, assuring compliance to all Augusta University (AU) policy and procedures, as well as the Georgia Department of Veterans Service (DVS), Georgia Department of Community Health (DCH), and The Joint Commission requirements.

Manages administrative projects in relation to the mission/vision of GWVNH for Executive Director, Associate Director, and Medical Director, coordinating and communicating with all Department Heads. Coordinates and maintains all personnel actions and confidential files. Assists in the preparation of AU and DVS budgets. Serves as a facility IT Security Administrator and coordinates all IT purchases.

• Compliance Data: Responsible for collection and analysis of compliance data as required by federal VA and state DCH regulations and by The Joint Commission. Maintains ongoing communication with regulators as needed to meet standards and regulations for compliance review. Maintains current licenses for all professional staff and coordinates both new and current contracts for professional services/affiliations to ensure AU, DVS, state, and Joint Commission requirements are met.
• Maintain Calendars and Schedules and Other Associated Duties: Coordinates schedules and calendars for the Executive Director, Associate Director, and Medical Director, ensuring efficiency and effectiveness of schedules. Coordinates all weekly/monthly and quarterly facility meetings held in the facility conference room. Performs other duties as assigned.
• Coordinate Personnel Actions: Coordinates personnel actions for all staff and maintains files. Verifies and forwards appropriate documentation to human resources (HR). Ensures HR and Occupational Health (OH) requirements are completed. Manage exempt staff leave in OneUSG and verify exempt pre-pay listing for all departments. Develop personnel management reports to include lapse monies and vacancy rates. Coordinates travel documents for all staff and maintains facility travel expenses.
• Maintain Confidentiality: Manages confidential correspondence for Administration. Effectively responds to and maintains sensitive information regarding resident/patient inquiries, facility complaints, and staff communications. Interacts with Department Heads, AU, DVS, veteran's groups, politicians, clergy, resident/patient advocates, residents/patients, and families.
• Coordinate IT Needs: Oversees facility IT needs and serves as a facility IT security administrator, determining needs and recommending proposals for improved TI services throughout the facility; works with campus and outside IT support services on project development and troubleshooting. Conducts staff in-services and individual training as needed.
• Assist with Budget Prep: Interprets and analyzes budget documents for two separate budget cycles annually, AU and DVS, and prepares all necessary supporting documentation. Analyzes spreadsheets regarding budget, salaries, cost saving programs, events, benefits, equipment, travel, and specific purchases, clarifies positive and negative aspects and assists with decision making. Makes other financial decisions and…