Job Details

Department Administrator 3- MCG Vascular Biology Center

Position Number: 7132918
Location: Augusta, GA
Position Type: Laboratory and Research

Department Administrator 3- MCG Vascular Biology Center

Job ID: 297788
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 12,000 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. 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

Researching Heart Attack, Heart Failure, Stroke, Hypertension, Diabetes... With the increasing frequency of obesity and diabetes, especially in Georgia, cardiovascular disease is reaching epidemic proportions. The Vascular Biology Center at the Medical College of Georgia at Augusta University knows the demand is high for new and better treatments. Our internationally recognized team of research experts have one goal - to make breakthroughs in the prevention and treatment of disease so that we all may live longer, healthier lives.

Job Summary

This position is responsible for the comprehensive operational, administrative, financial, and personnel management of the Vascular Biology Center (VBC). The role supports approximately 125 faculty, staff, scholars, and students.

The position supervises administrative staff, manages complex financial portfolios, oversees faculty and staff recruitment, ensures compliance with federal and institutional regulations, and serves as a key liaison to the Center Director, MCG Dean's Office, Provost's Office, Sponsored Programs, IPSO, HR, and other institutional partners.

Responsibilities

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Recruitment, Hiring & Position Management
Prepare and route Add/Change forms for faculty, staff, students, non-paid affiliates, and student assistants, including funding review, position number requests, and budget approvals. Prepare and route critical hire requests for approval. Manage job postings, routing, and approval workflows. Review applicants and coordinate with Human Resources for classified staff offers. For faculty positions: Prepare job offers and route for Dean's approval; Coordinate degree verifications, drug screenings, relocations, and lab startup needs; Assist with lab renovations and onboarding logistics; Participate in faculty recruitment by meeting with candidates and processing reimbursements.

Renovations
Oversee all VBC renovations, large and small. Coordinate with contractors, negotiate funding and timelines, and ensure alignment with research and operational needs.

Supervise Website & Digital Signage
Manage staff who work to update and maintain VBC website and digital signage with MCG Dean's Office and IT. Manage staff who assist with special events, retreats, symposiums, and other strategic initiatives.

International Scholar Processing (J-1 & H-1B)
Prepare, submit, and manage all paperwork for incoming J-1 scholars, including annual extensions, invitation letters, onboarding appointments, housing assistance, and hiring documentation (ePARs, screenings, titers, TB testing). Prepare and submit H-1B documentation for scholars and new hires; coordinate closely with IPSO and HR on hiring, salary changes, and compliance.

Payroll, Leave & Personnel Administration
Approve and enter bi-weekly payroll for VBC employees. Enter and approve leave for exempt employees, telework hours, travel days, and outside activity reporting. Advise faculty and staff on leave balances. Prepare and submit FMLA requests and return-to-work documentation. Address personnel issues, including policy interpretation, performance documentation, evaluations, and terminations. Oversee completion of annual evaluations for all faculty and staff. Ensure all faculty, staff, and students complete required annual training.

Financial Management & Budget Oversight
Manage the VBC state budget, ensuring balanced projections and fiscal stewardship. Oversee startup commitments. Manage extramural grants, internal incentives, and foundation accounts. Approve daily expenditures and P-Card charges. Approve equipment requisitions and prepare/approve budget amendments. Reconcile all funding sources monthly, project balances, and submit ePARs and cost transfers. Provide financial reports to leadership and Pls. Review and approve equipment orders and requisitions. Review annual equipment contracts and coordinate with Accountant 1.

Effort Reporting & NIH Cap Management
Maintain and project NIH cap effort for faculty. Submit ePARs to ensure salary distribution aligns with award guidelines. Monitor grant funding for appropriate FTE and salary coverage. Approve cost transfers as needed. Serve as pre-reviewer for quarterly effort certification for faculty, staff, and students. Ensure timely certification of all effort reports.

Supervise Grant Submission, Maintenance & Reporting
Supervise and mentor Grant Development Specialists, providing guidance, training, workload prioritization, and performance feedback to ensure high-quality, timely proposal development and post-award support. Oversee internal budget preparation for extramural and intramural submissions, ensuring accuracy, compliance, and alignment with institutional and sponsor requirements. Review and approve FTE and salary allocations, collaborating with faculty and staff to confirm appropriate effort commitments. Provide strategic oversight of sponsor-specific budget development (NIH, AHA, ADA, DOD, and others), ensuring consistency and adherence to agency guidelines. Monitor and validate unobligated balance calculations, coordinating with Sponsored Accounting for accurate carry forward projections. Guide PIs and staff in preparing strong budget justifications, including those for carryforward amounts over 25%. Establish and maintain standardized budgeting, reporting, and documentation processes to improve efficiency and reduce errors. Serve as the primary escalation point for complex budget scenarios, sponsor inquiries, and cross-department coordination.

Supervise Capital Asset & Computer Inventory
Manage 300-750 capital assets, including annual hands-on inventory. Maintain and update computer inventory.

Space Management
Oversee VBC space inventory in Archibus, ensuring accurate and timely updates to personnel and funding assignments.

Supervise Seminar Series Management
Manage the weekly VBC seminar series, including itineraries, communications, and all logistics for in-person visits.

Building Coordination & CEPAR
Serve as building coordinator for the CA and Interdisciplinary Research buildings. Approve building access, key requests, and coordinate special shutdowns. Oversee VBC emergency plans, including updates, training, call lists, and continuity planning.

Freezer & Equipment Monitoring
Maintain database for all -80C freezers and specialized monitored equipment. Serve as 24/7 first responder for freezer alarms and equipment failures. Coordinate with Pls and lab personnel during system outages.

Required Qualifications

Bachelor's degree from an accredited college or university in Business Administration or related discipline with six years of demonstrated administrative management experience.

Preferred Qualifications

Master's degree from an accredited college in business administration or related discipline.

Knowledge, Skills, & Abilities

Proficient in Microsoft Office and other computer software/databases.

Knowledge of P&Ps and NIH and AHA grant guidelines.

SKILLS

Excellent interpersonal, written, and verbal communication skills.

Detail-oriented with strong accounting, organizational and prioritization skills.

ABILITIES

Ability to maintain confidentiality, complete work and meet deadlines.

Shift/Salary/Benefits

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

Salary: $95,200-$121,400 annually.

Pay Band: B16

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.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

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!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

https://www.augusta.edu/hr/jobs/ Search Job ID: 297788.

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=297788&PostingSeq=1