Job Details

Office Coordinator

Position Number: 6153098
Location: Augusta, GA
Position Type: Admissions/Enrollment

Office Coordinator

Job ID: 284315
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 Graduate School aims to provide a rich intellectual, academic and research environment for educating students to become leaders in the discovery, dissemination, and application of knowledge. To help facilitate this, our graduate faculty members are selected based on experience in research, scholarship and education. They are drawn from the faculties of Augusta University's College of Allied Health Sciences, College of Arts, Humanities and Social Sciences, Hull College of Business, Dental College of Georgia, College of Education and Human Development, College of Science and Mathematics, College of Nursing, School of Computer & Cyber Sciences, the Medical College of Georgia, and the School of Public Health. Class sizes are small, and the faculty excels in cultivating and modeling supportive, collegial and professional relationships with students. With outstanding programs in Allied Health, Biological and Computational Mathematics, Biomedical Sciences, Bimolecular Science, Biostatistics, Business, Computer and Cyber Science, Education, Intelligence and Security Studies, Medical Illustration, Nursing, and Public Administration- earning a graduate degree from Augusta University is time well spent!

Job Summary

The Office Coordinator position is responsible for assisting with the student application processing and recruitment initiatives for The Graduate School. Duties include but are not limited to assisting with all activities related to the recruitment, application and admissions processes for all graduate programs and the summer program. The coordinator is responsible for assisting with special projects and tasks as assigned by the Dean, Vice Dean, and Assistant Director of Graduate School Admissions and provides assistance to graduate school Senior Staff as needed.

Responsibilities

The duties include, but are not limited to:

ADMISSIONS COMMUNICATIONS AND SUPPORT: Monitors multiple AU email accounts (BIOMED, STAR, and GRADSTUDIES) and is responsible for responding to large numbers of emails and phone calls from both internal and external stakeholders (e.g. faculty, staff, students, summer program participants, prospective students, administrators, etc.) daily to provide information accurately and in a timely fashion as appropriate. Serves as a basic Slate resource to assist both internal and external stakeholders during the application/admission process. Monitors and responds to biomedical and graduate inquiry form submissions and works with other programs to train and monitor timely responses for their inquiries to enhance student engagement and recruitment. Updates and creates admissions communications and correspondences. Creates and updates automated mailings for Slate. Strong, working knowledge of Graduate Programs Admissions requirements and processes to serve as a resource for stakeholders. Help organize and coordinate the Biomedical Sciences PhD interview and recruitment days, including coordinating, setting up, scheduling, tracking, pre and post-communications and evaluations for the visit attendees, and the setup and day of responsibilities for on-campus visits. Schedules, coordinates, and sets up virtual interviews for Biomedical Sciences PhD applicants. Set up and promote virtual recruitment and informational sessions for Biomedical Sciences, PhD applicants. Prepare and process paperwork and serve as the Graduate School's liaison with multiple AU offices and programs (office of academic admissions, graduate programs, IT services, etc) regarding applicants, graduate students, summer programs participants, etc. Assists with additional Admission activities and processes as needed.

ADMISSIONS DOCUMENTATION: Prepares and maintains confidential student records by creating files, processing and scanning documents, and filing documents, emails, and associated paperwork. Manages, maintains, and organizes applicant and inquiry files and associated paperwork for all graduate applicants and summer program participants. Works closely with the Vice Dean and Assistant Director of Graduate School Admissions to provide frequent reports, updates, concerns, and information on applicant progress and stakeholder experiences. Assists with annual updates of all admission requirements and application updates. Assists with onboarding new programs into application and admission processes. Support for Recruitment and Admissions Committee for the Biomedical Sciences PhD program. Assists with additional Admission documentation and promotion as needed.

DATA ENTRY, TRACKING, AND REPORTING: Maintains working knowledge of Slate to assist all stakeholders in use and training. Utilizes Banner and Slate database for inquiries, applicants, faculty, and enrolled students. Includes data entry and tracking, uploading information into Student Systems, creating and running queries and reports, printing application/admission documents), and creating files. Obtains data, reports, and information for tracking and assessment purposes. Reports any discrepancies in the system. Collect and analyze data and prepare reports, charts, and other presentation materials utilizing word processing, spreadsheets, and/or specialized software for the Biomedical Sciences PhD admissions processes. Research admissions trends, compile statistics, gather and compute various data as needed; prepare special and/or one-time reports, summaries, or replies to inquiries, select relevant data from a variety of sources.

ADMINISTRATIVE SUPPORT FOR THE TGS LEADERSHIP: Manages Vice Dean's calendar ' providing availability, scheduling meetings, etc. Manages logistics for meetings - securing rooms, coordinating food orders, creating flyers, etc. Prepares documents, agendas/minutes, and correspondences for upcoming meetings, committees, and events including, but not limited to: Biomedical Sciences PhD Recruitment & Admissions Committee, Graduate Student Council, Resiliency Workshops, 3MT. Provides 'day-of' support for special events including set up, clean up, etc. Provides administrative support for the Vice Dean and Assistant Director of Graduate School Admissions. Assists with special projects, tasks, and other duties as assigned and needed.

SUMMER STAR PROGRAM: Uploads STAR application documents into Slate and tracks receipt in Slate. Tracks applicant reports for the STAR admission committee. Codes all STAR applicants, participants, and alumni accordingly in Slate. Prepares summer program handbook, flyers, forms, announcements, directory, hospitality packets, etc. Schedules workshop rooms, lunch orders, communications, etc. Coordinates and schedules the summer program workshops and activities. Tracks Summer program training and compliance. Assists with additional STAR activities and processes as needed.

OTHER DUTIES: Perform all other job-related duties assigned.

Required Qualifications

Associate's degree from an accredited college or university with a minimum of six years of progressively responsible office support experience OR High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Experience with student information systems or comparable database systems.
Advanced computer skills- advanced working knowledge of Excel.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases

SKILLS

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

ABILITIES

Ability to maintain confidentiality

Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, keep accurate records, and make independent decisions.

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!

https://www.augusta.edu/hr/jobs/ Search by job id 284315

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=284315&PostingSeq=1