Job Details

Office Associate
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Position Number: 5917928
Location: Augusta, GA
Position Type: Facilities Management

Office Associate

Job ID: 280548
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

Providing the highest level of quality service in a responsive and efficient manner to the entire university community while creating and caring for a physical environment in which those who seek knowledge, enlightenment and well-being enjoy successful, productive, and fulfilled lives. Facilities Services Division provides quality customer service by maintaining a safe, healthy, and aesthetically pleasing environment in which students, faculty, and staff can function and accomplish their educational objectives and by supporting a patient care culture that continuously improves. Facilities Services' responsibilities include Interior and Exterior Facilities Support, Construction, Space Management, and Environmental Services.

Job Summary

Position requires communication skills in person as well as via phone, and email. Verbal and written communication should express ideas clearly. Be an active listener to understand and respond to others. It is expected that the person be a good listener, friendly, respectful, confident, caring, and able to balance multiple tasks at times of high-volume workloads. The position will receive and coordinate maintenance requests and activities for Facilities Operations and provide general administrative assistance within Work Management. Position will serve as back up support to other Facilities administrative staff as needed.

Responsibilities

The responsibilities include, but are not limited to:

Administrative Duties

Manage incoming and outgoing calls for maintenance work at our campuses.
Keep a comprehensive record of all calls received.
Identify the needs of various customers and clarify information.
Create work requests and assign them to appropriate maintenance shop.
Assist non-maintenance request callers and direct them to the appropriate department.
Manage and maintain office supplies and equipment inventory. Make decisions on purchasing supplies at a value that does not exceed $50 per item and $500 per purchase.
Disburse departmental mail and faxes.
Included in On Call Rotation for WMC.

Back up Office Specialist Duties

Create work orders for shutdown requests and assign them to appropriate shop and maintain copies in the shutdown books.
Assist in planning and coordinating department programs, projects, and special events.
Prepare and process requisitions, purchase orders, and other office forms and documents
Generate a monthly utilities bill.

Back-up Administrative Duties

Maintain supervisors calendar, schedule meetings, and make travel arrangements, process travel reimbursements, and other forms of incidental to these responsibilities.
Assist department director with handling confidential matters related to faculty, staff, and students.
Prepare materials for presentations such as seminars, conferences, meetings, etc. including handouts, brochures, pamphlets, transparencies, reports, and the like.
May assist at seminars, conferences, and meetings as directed.
May be required to adjust regular work schedule.
Generate a monthly utilities bill.

Communications

Prepare and distribute communications to customers, impacted groups and campus wide.
Coordinate and assist customers with event set up communications.
Consistently provide professional, accurate, tactful, and timely written and verbal communications to Facilities staff and other university staff.
Establish and maintain positive collaborative working relationships with all levels of Augusta University and USG staff.

Performs related work as required

Make sure all responses to customers are in line with our mission and values.
May be required to adjust regular work schedule.
Wear appropriate attire and maintain good hygiene.
Treats coworkers, supervisors, students, faculty, and visitors with respect.
Follows all departmental and university policies.
Performs any other duties and assignments as instructed by the supervisor
Other duties as assigned.

Required Qualifications

Educational Requirements

High School, GED or equivalent from a recognized state or federal accredited organization with a minimum of one year of office support experience.

Preferred Qualifications

Preferred Educational Qualifications & Preferred Experience

A two-year associate degree from an accredited college or university with three years of data entry and administrative work with background in the construction, maintenance, engineering, or architectural offices. Also experienced with Computerized Maintenance Management System application, Microsoft Word, Excel, PowerPoint, and Access.

Knowledge, Skills, & Abilities

ABILITIES

Verbal skills, hearing, touch, manual dexterity. Position requires the ability to use more than one sensory on occasions to handle multiple tasks in a short period of time with accuracy; such as while doing data entry and taking phone calls, one may need to answer help calls maintain on task with current data work and communicate back to caller the information the caller is requesting and then if needed submit a work order to the appropriate maintenance shop.

KNOWLEDGE

Some general knowledge of maintenance and facility operations. The employee may interact with all levels of the university; students, patients, administrative staff, researchers, and leadership to perform their duty. The employee will communicate via telephone and/or email to assist department managers, supervisors, co-workers, and customers routinely for the needs of maintenance in our facilities.

SKILLS

Skill using personal computers, multifunctional printers, scanners. Efficient in Microsoft Office Professional or other compatible programs. Ability to type 30 wpm. The ability to communicate with a calm and friendly demeanor professionally and effectively is required. The ability to balance multiple tasks. Verbal skills, hearing, touch, manual dexterity. Position requires the ability to use more than one sensory on occasions to handle multiple tasks in a short period of time with accuracy; such as while doing data entry and taking phone calls, one may need to answer help calls maintain on task with current data work and communicate back to caller the information the caller is requesting and then if needed submit a work order to the appropriate maintenance shop.

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: 2

Salary Minimum: $15.77/hour - $17.37/hour

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

Recruitment Period: 01/08/2025 - 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/

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=280548&PostingSeq=1