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Business Operations Specialist - Statewide AHEC
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Position Number: 5759593
Location: Augusta, GA
Position Type: Business and Financial Management

Business Operations Specialist - Statewide AHEC

Job ID: 276174
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 make Augusta University an institution like no other.

The University System of Georgia 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

A partnership coordinated by Augusta University, the Georgia Statewide AHEC Network is a complex, multi-disciplinary effort which responds to the problems of health professionals supply and distribution in rural and underserved areas of the state. The Georgia AHEC system's goal is to increase access to primary care services in rural and urban underserved areas through the recruitment, training and retention of primary care health professionals. To this end, the programs' primary objectives are to educate community members about health career choices and recruit future health professionals, facilitate community based clinical training experiences for students and residents, and providing education and resources to assist and support health care professionals.

Job Summary

Serve as the Chief Financial Officer and department administrator for the AHEC Program Office and with the Network (consisting of our six affiliated AHEC Centers). This position will perform high level decision making and is responsible for overseeing all day-to-day operations for the Department. Responsibilities will include general oversight of the operations of the Statewide Program Office, grants and contracts, accounting, invoicing, and general administrative duties. The AHEC Network has annual budgets in excess of $3.5 million, receiving funds from state, federal and other entities.

Responsibilities

The duties include, but are not limited to:

General Duties: Serve as the Chief Financial Officer and department administrator for the AHEC Program Office and with the Network (consisting of our six affiliated AHEC Centers). This position will perform high level decision making and is responsible for overseeing all day-to-day operations for the Department. Responsibilities will include general oversight of the operations of the Statewide Program Office, grants and contracts, accounting, invoicing, and general administrative duties. The AHEC Network has annual budgets in excess of $3.5 million, receiving funds from state, federal and other entities.

Departmental Administration: Oversee departmental operations to include inventory control, purchasing, supply management and inventory, travel planning and coordination, annual training and compliance, direct responsibility for HR management of staff to ensure accurate processing, leave monitoring, time and attendance reporting for 6 professional staff, coordination of office coverage for annual leave, sick leave, and other approved leave; effort reporting; recruitment and terminations. Oversee departmental needs to plan activities and to improve processes that provide service to the organization and the institution. Prioritize and initiate actions to regulate office procedures to assure compliance with institutional regulations. Serve as Chief Financial Officer for the Statewide AHEC, and financial liaison between the AHEC Program Office & the 6 affiliated centers. Serve as the departmental contact for personnel, budget, and bookkeeping issues within AU. Serve as lead staff/ facilitator of the Statewide AHEC Administrators and Finance Task Group. Serve as chief back-up to staff assigned to the data reporting system
Develop and maintain departmental policies and procedures manual. Responsible for independent assessment and resolution of complex issues that impact daily operations. Serves as office liaison to campus and responsible for the management and efficient operations of the daily activities of the department. Serve on grants development team; assist with production of grant proposals I contracts, subcontracts for the AHEC Network. Develop and manage MOUs necessary to conduct programming functions of the AHEC. Oversee routing process for grants and contracts through SPA. Monitor expenses on a variety of projects to identify cost saving measures and is responsible for process improvement for the department's financial projections. Serves as property control officer for the department.

Human Resources: Prepare necessary paperwork to create or update faculty and staff positions with the department (i.e., faculty and staff position description forms, position classification forms, position review forms, etc.). Create job postings for faculty and staff positions in OneUSG. Manage job postings within OneUSG. Perform all HR related functions. Supervise Office Specialist staff position in the department. Serve as manager/ problem solver.
Review and resolve routine administrative related questions and issues and provide input regarding new of revised administrative procedures. Participate in strategic planning for department. Provide staff direction and guidance on department policies, procedures and tasks.

Grants and Contracts: Develop budget proposals and justifications for new applications. Provide administrative oversight to subcontractors to ensure compliance with mandated deliverables. Maintain benchmarking reports on subcontracts' progress towards meeting contract deliverables. Communicate with AU Offices (such as SPA, Accounts Payable, etc.) on items relating to AHEC grants and contracts. Establish new budget accounts pursuant to grants/ contracts received and serve as troubleshooter.

Bookkeeping: Provide budget oversight for an annual budget in excess of $3.5 million. Maintain all AHEC accounts and reconcile ledgers in PeopleSoft, monthly. Provide monthly budget reports to the Executive Director. Ensure that subcontractor payments are made in accordance with contract requirements. Ensure all AU budget office requirements and deadlines are met. Monitor and verify all payment invoices received from AHEC centers, including assuring invoices, payable by federal grant funds are submitted & paid in accordance with HRSA guidelines. Reconcile monthly P-card statements on-line & ensure correct account allocations. Assign accounts for travel requests, check requests, IDRs and PeopleSoft Requisitions and expense statements. Complete annual close-out for all accounts, pursuant to the fiscal year dates.

Invoicing: Prepare invoices for all AHEC contracts (excluding HRSA) to ensure AU receives payment
Coordinate information for the reporting of deliverable information to Department of Community
Health (DCH)and other contractors. Maintain a uniform reporting mechanism for AHEC centers to submit deliverable information in a uniform and complete manner. Communicate invoicing done by the AHEC w/ SPA to prevent duplicative efforts.

Other: Assist with special projects such as PC Summit, Health Sciences Summer Academies, Community Engagement events, as needed. Perform other related duties as assigned.

Required Qualifications

Bachelor's degree in Business Administration or a related discipline from an accredited college or university and one year of administrative and/or management experience.

OR

Associate degree from an accredited college or university and two years of relevant experience.

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and three years administrative and fiscal management experience.

Preferred Qualifications

Extensive knowledge of AU policies and procedures; Prefer individual with PeopleSoft Financials experience. Exceptional interpersonal skills, creative problem-solving skills.

Knowledge, Skills, & Abilities

Proficient in Microsoft Office and other computer software/databases. Training in accounting and significant expertise in business management skills and applications.

SKILLS

Excellent interpersonal, written, and verbal communication skills. Superior organizational skills; excellent oral and written communication skills; extensive experience with AU contract and budget procedures.

ABILITIES

Ability to maintain confidentiality. Ability to coordinate multiple projects simultaneously, meet deadlines despite interruptions, maintain confidentiality, keep accurate records, and make independent decisions but also function well as a collaborative team member.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (Work outside of normal business hours may be required).

Salary Minimum: $52,500 annually.

Pay Band: B10

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: 276174.

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=276174&PostingSeq=1