Job Details

Office Coordinator - College of Science & Mathematics
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Position Number: 5884676
Location: Augusta, GA
Position Type: Business - Finance

Office Coordinator - College of Science & Mathematics

Job ID: 279935
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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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 10,500 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 Science and Mathematics provides students with strong foundations in the sciences as well as preparation for careers, citizenship, and a life-long love of learning. We are committed to providing experiences promoting scientific inquiry and discovery and dedicated to creating opportunities for intellectual growth and community involvement.

Job Summary

This position will assist the Business Operations Specialist with workflow within the College of Science and Mathematics (CSM). The role provides administrative and operational support to CSM administration, the department chair, faculty and students by planning, organizing, and overseeing budgets under the direction of the Business Operations Specialist. Key areas of responsibility include budgeting; allocation of expenditures; award management; and compliance oversight that supports research activities.

Responsibilities

The duties include, but are not limited to:

Financial: Grant Management Support: Assist in the management of grant funding, including tracking budgets, expenditures, and compliance with institutional, state, federal guidelines and funding requirements. Budget Management: Assist with monitoring CSM budgets of all departments, ensuring adherence to financial guidelines. Expense Tracking: Monitor and record expenditures across various budget categories and fund sources, ensuring accurate allocation of funds. Purchase Processing: Prepare and submit requisitions, check requests, IDRs, SARs and W-9 for supplies and services. Travel Oversight: Coordinate/assist in completion of travel paperwork (Travel Authorization, Travel Expense, OA1 and OA2 forms) for faculty and students and ensure travel policies and procedures are followed; maintain good records of travel paperwork; stay apprised of travel policies and in coordination with the Business Operations Specialist communicate policy revisions/updates to the departments. Reconciliation: Assist with monthly reconciliations of financial reports from all fund sources, ensuring discrepancies are addressed promptly. P-Card Management: Act as an authorized user of the purchasing card, ensuring compliance with institutional policies.

Administrative: Administrative Support: Provide comprehensive administrative support to faculty, staff, and students, addressing inquiries and directing them appropriately. Record Keeping: Maintain organized and accurate records of all financial transactions, personnel actions, and administrative documents. This position must follow AU and CSM policies and procedures. Incumbent will serve as a resource to faculty, staff and students regarding policy and procedures and must be knowledgeable of any changes. Personnel Processing: Assist in the timely processing of personnel actions for faculty, staff and students to include but not limited to time and attendance tracking, effort reporting, ePARs, employment requests, faculty/staff recruitment, and faculty/staff initial employment documentation. Asset Management Control: Assist in monitoring and completing annual equipment, computer, and space inventories. Backup and Training Coordination: Help coordinate training sessions for staff and faculty on administrative procedures and software tools. Provide backup as needed to other administrative support personnel within CSM. Compliance Oversight: Ensure compliance with institutional, state, and federal regulations related to financial and administrative processes.

Other: Performs other job-related duties as assigned.

Required Qualifications

Associate's Degree with a minimum of six years of progressively responsible office support experience.

OR

High School Diploma/GED required, with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Higher education with three to five years of experience in administrative and budgetary responsibilities of academic programs.

Experience with Banner and PeopleSoft is highly preferred.

Knowledge, Skills, & Abilities

ABILITIES
Ability to work both independently and as a team player, coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records and make independent decisions.

KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases.

SKILLS
Excellent customer service, interpersonal, multi-tasking, organizational, financial and verbal/written communication skills.

Shift/Salary/Benefits

Shift: Days; Monday - Friday

Pay Band: B5

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.

Recruitment Period: 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.

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!

https://www.augusta.edu/hr/jobs/ Search for Job ID: 279935.

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=279935&PostingSeq=1