Administrative Assistant 2
Job ID: 297550
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:
*

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 College of Allied Health Sciences at Augusta University trains and educates today's health care professionals: the therapists, technicians, administrators, managers and assistants who are the backbone of our country's health care workforce.
As the nation's population ages and increasingly struggles with chronic disease and disability, as well as health care reform, our mission of educating premier health care professionals has never been more vital. We stay on the leading edge of national trends and advances in science, technology, and professionalism. In just the last decade, we have expanded our graduate programs nearly 250 percent, bolstered our clinical mission, and multiplied our research initiatives threefold. Our students enjoy clinical opportunities across Georgia. We were an early proponent of interdisciplinary and distance education, and we continue to lead the way with our innovative programs.
Job Summary
Under limited supervision, provides administrative and secretarial support for the department: manages administrative components of fieldwork program and assist Academic Coordinator for FW education in other tasks as needed; assists with departmental events; maintains confidentiality of applicant, student, and faculty information; provides general support to department chair, department vice-chair, office coordinator and faculty and staff in the department.
Responsibilities
The duties include, but are not limited to:
OT FIELDWORK COORDINATOR SUPPORT 1:

• 
  Create, implement, and oversee EXXAT clinical education management database with student data, fieldwork assignments, sites, contacts, etc.
  
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  Monitor compliance of clinical fieldwork education to include ensuring that the processing of nonstandard affiliation contracts and renewals occur in a timely manner and govern all aspects of fieldwork requirements and in-processing
  
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  Coordinate with the College of Allied Health Science Dean's office to keep affiliate contracts current
  
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  Perform tasks as needed for fieldwork projects, such as facility research, comparing various report types of physical evidence or documentation, etc.
  
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  Efficient and effective use of CAHS database, D2L, EXXAT, and other applications
  
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  Serve as administrative and content liaison for fieldwork; manage the fieldwork email account, voicemail, and respond to all email and voicemail requests for information in a timely and precise manner
  
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  Provide swift and diplomatic communication as well as cooperation between fieldwork entities
  

OT FIELDWORK COORDINATOR SUPPORT 2:

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  Develop tracking forms for fieldwork site clinical information, contracts and student requirements and maintain up-to-date clinical educator licensure status
  
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  Create and distribute reminders for fieldwork assignments to students, clinical coordinators, education managers, and clinical educators
  
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  Assist with collecting data required for institutional accreditation reports related to clinical
  placements
  
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  Prove support for Exxat management by monitoring and tracking student compliance (immunizations, certifications, background checks), reviewing site compliance requirements, and ensuring documentation is complete and current prior to placement.
  
• 
  In collaboration with the Academic Fieldwork Coordinator and site staff, assist with contract tracking, document management, onboarding communication, and troubleshooting to facilitate timely and compliant fieldwork placements.
  
• 
  Using D2L, monitor assignment submissions, download and track required student documents to ensure accurate record-keeping
  

OT FIELDWORK COORDINATOR SUPPORT 3:

• 
  Oversee student compliance within MyClinical Exchange (MCE), ACEMAPP, and the like by reviewing and approving required documents (e.g., immunizations, certifications, background checks) to ensure accuracy and completeness prior to fieldwork placement
  
• 
  Serve as a liaison between students and site coordinators, communicating updates, clarifying requirements, and troubleshooting documentation issues to support timely onboarding and successful rotation start dates
  

ADMINISTRATIVE SUPPORT:

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  Serve as the Welcome Ambassador and First Impression of the OT department; welcome guests, prospective students and/or personnel to the office; answer questions and provide helpful directions as appropriate
  
• 
  Attend faculty meetings and provide written minutes/report of meetings
  
• 
  Generate work orders for repairs and general maintenance when needed
  
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  Promote order while assisting with day-to-day operations that are handled in the main office as effectively and efficiently as possible
  
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  Maintain in office communication and field telephone calls, responding with proper information when needed and/or routing calls accurately and appropriately
  

OTHER: Perform other duties as assigned
Required Qualifications
Associate degree from an accredited college or university in related field and four years of progressively responsible experience in administrative support positions
OR
High school diploma, GED, or equivalent from a recognized state or federal accrediting organization and seven years of progressively responsible experience in administrative support positions
Preferred Qualifications
Experience with working in an academic environment and with multiple customers including prospective students, students, faculty, and administrative staff. Demonstrate experience in meeting the knowledge, abilities, and skills. Experience in working autonomously with responsibility for decision making and executing assigned tasks with minimal oversight.
Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases
Knowledge base for a variety of online database platforms to include EXXAT and FW database
Knowledge of the program and institutional processes
Knowledge of policies related to fieldwork for department/college/university
SKILLS
Excellent interpersonal, verbal, and written communication skills
Detail-oriented with strong organizational, prioritization, and multi-tasking skills
ABILITIES
Ability to maintain confidentiality
Ability to solve problems, collaboration, and initiation
Ability to multi-task, think creatively, and handle a heavy workload
Shift/Salary/Benefits
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.
How To Apply
Consider applying with us today!
Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.
https://www.augusta.edu/hr/jobs/
Select University Faculty & Staff > External Applicants if you are a candidate from outside the university
Select University Faculty & Staff > Internal Applicants if you are a current university employee
If you need further assistance, please contact us at 706-721-9365
To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=297550&PostingSeq=1
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