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Augusta University Looking for Administrative Assistant 2 Full Time
Administrative Assistant 2
Job ID: 265313
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 9,000 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.
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 Dental College of Georgia at Augusta University, we provide dental education to
the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other
dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental
care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice
models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists
in our facility. We also serve patients in more than 20 clinics across Georgia.
Job Summary
Deliver advanced
administrative support to the Director and Assistant Dean of Admissions. Manage student applications in WebAdmit & Banner to include
gathering required student applicant supporting documentation and preparing for admission committee meetings (subcommittee A and/or B) when
necessary. Support freshman. Schedule interviews for Admissions Committee members to include up to 40 members and assign them to an
applicant for interview. Submit travel requests & expenses statements for the Director’s recruitment efforts and the Assistant Dean’s travel
to meetings. Prepare acceptance & orientation information/events to incoming freshman students. Answer phone, greet visitors for Admissions
Office, schedule applicant counseling and advisement sessions for Assistant Dean & Director of Admissions and other assigned duties as
defined below. Maintain security and confidentiality of all student records. Help organize and plan programs for the incoming class such as
Open Doorway, Freshman Picnic, and Orientation.
Responsibilities
The duties include, but are not limited
to:
Applications:
1. Review applications for completion and notify applicants of any missing documentation i.e.
Recommendation letters, transcripts, DAT test scores, and other supporting documentation.
2. Verify proper reporting of grades for
updated transcripts to include GPAs and DAT testing scores. Verify self-academic report using WebAdmit database system and Banner for
consistency with transcripts and grades for changes, inaccuracy, or incomplete. GPAs are calculated in banner once grades are reported and
test scores submitted and transfer updated DAT scores using banner processes and data forms. Also, run a DAT download to update the latest
test scores after applications have been submitted using Banner.
3. Open, date stamp, and distribute incoming mail as back-up to the
Office Specialist
4. Retrieve student records from data storage or electronic files and obtain authorization to release information for
students applying to Residency programs and provide eye exams for loupe vendors
Interviews:
1. Prepare
applications for interviewers and AU Alumni for review prior to interview. Those who have technical difficulties, I will provide applicant
data, enter comments and scores into banner
2. Prepare a master interview schedule of assigned applicants each interview date
3.
Correspond (email, mail, telephone) with applicants to confirm interview date scheduled and collect documentation i.e. Lawful Presence
Certification form, driver’s license, birth certificate, US passport, etc.
4. Coordinate with Public Safety building security to assure
doors are opened and prepare for the pre-interview sessions for the student committee members
5. Prepare name badges and Student
Evaluation forms for completion by the student committee members and make sure snacks are provided
6. Communicate with Sub-committee B
any changes i.e. interview assignments, room changes, no shows or cancellations, etc.
7. Submit billing invoices for catered lunches,
attendee list, and memo to Deans Office or Dental Expense Fund for payment
Acceptances:
1. Prepare and mail
acceptance letters after Dean and Admissions Committee members’ approval
2. Prepare alternate & rejected letters to include reapplicant
information for students rejected or placed on the wait list
3. Account for and depositing acceptance deposits to hold seat in
class
4. Communicate with accepted students prior enrollment requirements i.e. student health Insurance, immunizations, tuition and
mandatory fees, financial aid information and other deadlines
5. Prepare orientation materials and mail to accepted students for
enrollment in May
Open Doorway Program:
1. Coordinate dates with Assistant Dean, Director, and applicants for
Open Doorway around April prior to enrollment
2. Schedule room location, send invitations, make arrangements for catering, schedule
presenters (i.e. student organizations and other AU participants) to speak with the students
3. Coordinate student schedules to
participate in Q&A session for Open Doorway Program
4. Coordinate with Public Safety parking arrangements and passes
5. Prepare
file folders to include program schedule, available houses, apartments, or roommates available and other useful information
6.
Coordinate lunch for the students and submit invoice for payment to Dean’s Fund
Orientation:
1. Prepare
orientation schedule to invite AU participants to present to the incoming freshman
2. Prepare informational packets to include fall
semester schedule, scholarship information, faculty advisor list, family day, SGA welcome letter, ASDA welcome letter, ID badge/Parking
registration forms, etc.
3. Reserve room location and make arrangements for audio visual requests for PowerPoint presentations and
internet access
4. Coordinate lunches for vendors or presenters to provide lunch for the students at their expense and process
payment
5. Prepare for the Annual Freshman Picnic to include catering, contract approval, and facility room reservations. Also, send
invitations to the event to Dean, Vice Dean, Assistant Deans, and Student Advisors
Additional Tasks:
13. Extract
data files from WebAdmit to process applications in banner
a. Each time a mailing is delivered from WebAdmit, I download the AADSAS
files using Axium, CoreFTP, and process those applications in banner
14. Import data for supplemental applications to transfer data to
Axium and Banner for review
a. Verify application data to match supplemental applications with AADSAS applications
15. Import DAT
scores in Banner to run updates for new test scores
16. Manage the MCG Foundation account for the Dental Expense Fund (7644-SK) for
student activities and lunches
17. Assist Student Affairs Administrative Specialist 2 with backup assistance to include preparing
excused absences for students and assist students with faxes or other needed information
18. Greet and assist faculty and other guests
during campus events i.e. Welcome Back Assembly, White Coat Ceremony, Professionalism forum, and any other campus events when
needed
19. Contact department heads i.e. Student Health, Student Affairs, Financial Aid, Enrollment & Student Services to collect data
for financial aid expense reports, and other required enrollment information prior to enrollment deadlines
20. Committee member on
various committees within AU
21. Backup assistant to Office Specialist Closer Look Tours of the dental
school
Interviews:
8. Schedule rooms or vacant offices for off-campus alumni and faculty who do not have offices
in the Dental College
9. Monitor the dental expense account (7466SK) and account for all monies
10. Take and distribute candidate
photos
11. Verify applicant identification and record
12. Schedule and coordinate presentations for the Dean, Vice Dean, Assistant
Deans, Housing, and Financial Aid
13. Communicate and schedule Sub-committee A weekly reminders for application review and read files
and schedule room locations
Additional Tasks include:
1. DCG Admission’s liaison for IT Service for banner
support:
a. Include reactivating accounts and troubleshooting technical errors for the committee. This may include reinstalling java
versions, password updates, or correct their browser support
b. Resolve application download issues and student account generation
issues
c. Resolve and coordinate Outlook names, email, and class issues. This may include creating the listserv for each class i.e.
CLASS OF 2019 DENTAL
Additional Tasks:
d. Correct duplicate PIDs and document manage systems
e. Customer
Service problem resolution lead for applicants and accepted freshman
i. Student account access to POUNCE
ii. Outlook issues for
the students
2. Assist technical support for banner testing during upgrades and new processes for Axium
3. Process student records
using CoreFTP, Banner, and Axium databases to transfer data
4. Assist with registration notifications and holds on accounts for
incoming freshman students
a. Remove registration holds for registration
b. Follow up with Student Health Services in regards to
registration holds
5. Submit work requests for testing and moving data to production
6. Scanning & Indexing records to
include:
a. Administer all student records for the incoming freshman by scanning each record and indexing files using Web Extender,
Image Capture, and Document Manager. Each file folder for the class is scanned which includes a total of 90 students and the application
consists of approximately 50-70 pages of paperwork to scan and index
b. Documents scanned include application, recommendation letters,
transcripts, test scores and other additional information
7. Banner Security & Access:
a. Process Banner security for new and
inactive committee members to include basic training for banner applications and submit request for data steward to have committee member
reinstated.
b. Training admissions committee faculty members about Banner manipulations
8. DCG Admission’s liaison for Admission’s
Committee members:
a. Assist interviewers with obtaining information from Banner such as applications and
entering interview
comments and scores for committee review meetings
b. Troubleshoot Banner log in issues, Banner navigation issues, and provided updated
applicant information, and collect interview documents
C. Prepare committee members for the Ellucian Education Center to complete
training for the Banner 8 Fundamentals at https://udca.sungardhe
.com/q:1/home/displa’.l’.login. Once this training is complete, the committee member received a completion certificate offered by
SunGard Higher Education.
d. Personally, train members of the committee member banner forms and their use
9. Registrar’s Liaison
for DCG Admissions:
a. Correct acceptance errors for residency status, citizenship, visa status, degree/major changes, reversal of
acceptances, support for NetlD and email account issues, verify all new student folders are loaded correctly into Document Manager and
assist with registration issues
b. Correct ADC errors for the Registrar’s Office to include updates for Citizenship and State of
Origins
10. Data Collection:
a. Prepare quarterly, semiannually, and annual DCG admission reports for the Dean and the Assistant
Dean of Admissions. Data to include demographics, previous college, GPA, DATs, etc.
b. Assist Dean and Assistant Dean with compiling
data for various reports when needed such as ADA Dental Survey for Commission on Dental Accreditation (CODA), ADEA Applicant Analysis, and
other reports as needed
11. Coordinate system access for incoming freshman students:
a. Provide class rosters
b. Provide DCG
Business group with student information to obtain access in Citrix and Axium for Patient Information & Scheduling Manager and DCG Operation
Support Specialist
12. Notify and assist Business Office (as needed) with the submission for Alums or new committee members off campus
to include:
a. Request submission for PCFs to be submitted to HR as needed for new committee members off campus
b. Collect
Personal Data Form, Confidentiality Statement, and Information Systems
Security documents for Alum and off-campus committee members so
that HR can
create accounts in PeopleSoft for non-paid affiliate positions
c. HR creates PeopleSoft accounts so that I can
request banner security and access
Administrative Support for the Assistant Dean of Admissions:
Support the
Assistant Dean of Admissions as needed this includes but not limited to – answer the phone, greet visitors, answer questions as needed,
schedule meetings, reserve conference rooms, complete requested tasks, etc.
Faculty & Staff reports:
5. Prepare
Biographical Reports to include background information for current students to include hobbies, previous employment, special awards or
honors, marital statuses, and other additional information
6. Take pictures and assist with the photos for the Class Composites for
each class
7. Prepare applicant and students stats using Crystal reporting to include the underrepresented minority student reports
and other applicant data
8. Assist Director/Dean in reporting Estimated Expense Report to include tuition and fees for the 4 years of
dental school
9. Assist Director/Dean in reporting the Class Student Profiles/Fact Sheets each class to include majors, degrees,
applicant pool, gender, race, etc.
10. Prepare data reports for interviewers to include their evaluations scores and comments, test
scores, state of residency, etc. These reports are provided during the Admissions Committee Review Meetings for decision making
11.
Update statistical reports each year for class profiles, class average scores, and other demographics to include Class Master Profile
report of all applicant data and underrepresented minorities
Required Qualifications
Associate’s degree from an
accredited college or university in a 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 accredited organization and seven years of
directly applicable experience
Knowledge, Skills, & Abilities
ABILITIES
Ability to
maintain confidentiality
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
KNOWLEDGE
Proficient in Microsoft Office
Proficient in Banner, Crystal Reports, Web
Extender/Document Manager, and WebAdmit, Axium, CoreFTP
Functional operation of a scanner, fax machine, copier/printer, multiline
phone system and check scanning equipment for banking with SunTrust
Experienced in qualitative methods and some research
methods.
Excellent written and verbal communication.
Strong organizational qualities, able to multi task and good time management
techniques.
Highly trained to work in a diverse environment, great customer service standards
Shift/Salary/Benefits
Shift: Days/M-F
Pay Grade: 12
Salary: Minimum $15.06/hour – $19.58/hour
Salary to be commensurate with
qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period:
11/2/23 – 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.
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!
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
jeid-e706bf621a389142987500aff2c1fe5f
