Administrative Associate II

Position Information

Classification Title Office/Clerical Assistant FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications Position Summary

This position serves as the departmental administrative lead and is essential in providing support to the department head and all the Management Department's faculty and staff. In addition, this position will be the lead in coordinating a multitude of faculty functions/schedules and processes including recruitment, orientation, contracts, merit review, promotion and tenure, and course loads for each semester. The Administrative Associate II reports directly to the Head of the Department of Management.

Knowledge, Skills, Abilities and/or Competencies

• Excellent communication and interpersonal skills

• Keyboarding and data entry skills

• Strong attention to details

• Ability to liaison with multiple departments on campus

Physical Demands

Sitting at a computer for long periods of time.

Is driving a responsibility of this position? No Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Provides Department Head Administrative Support

• Manage Department Head and Department Calendar

• Departmental meeting support(scheduling and IT set-up)

• Coordinate final signature on paperwork

• Track faculty course loads, summer school, and extra-comp each semester

• Compile merit-review documents for final review

• Coordinate department committee member lists for Terry College committees

• Manage Faculty recruiting including itineraries and travel logistics for prospective faculty, scheduling individual and group meetings

• Maintain faculty schedule for attending UGA/Terry convocations/graduations

• Prepare course overload forms, and part time offer letters

• Monitors and manages workflow of faculty jobs posted within UGAJobs

• Coordinate all on boarding for new faculty members including new hire paperwork and orientation

Percentage of time 35 Duties/Responsibilities

Provides Faculty Administrative Support

• Process all textbook orders

• Preparation of handouts, course packers, test, and final exams

• Complies and tabulate Course Evaluation Summaries

• Coordinates and schedules seminars, receptions, and other events for the department

• Assist faculty in academic research including data collection, compilation etc.

• Organize correspondence with invited speakers: Making travel arrangements; communicating important logistical information and instructions for reimbursement and other processes: manage logistics for monthly Brown Bag series

• Assist in supply chain career fair and case competition planning

• Supports Supply Chain Advisory Board, SHRM, and MGMT Society

Percentage of time 25 Duties/Responsibilities

Serves as PhD Coordinator Assistant

• Liaison between department PhD Coordinator and Graduate school

• Attend graduate school workshops and stay up to date on processes, polices, and procedures

• Maintain Alumni database and communications

• Create marketing efforts for fundraising

• Assist students with travel and grant options

• Schedule meeting rooms as required for exams, meetings, comps, and practice presentations.

• Process Data Forms

• Schedule logistics for PhD Candidate interviews on campus

Percentage of time 15 Duties/Responsibilities

Provides Administrative Support for the Department

• Coordinates all departmental surveys and online evaluations for academic advisor

• Facilitates and communicates on behalf of faculty as needed

• Manages procurement of departmental supplies and equipment purchases for all new and existing faculty and staff

• Manages orientation of all new faculty/staff, including office assignments and equipment

• Maintains all software for department and ensures all licenses are up to date

• Maintains department directory and departmental listservs

• Collect and distribute department mail

• Maintains all hard copy filing and scanning of digital filled documents. Keeps documents, mail, correspondence and other materials organized in a system that is easily accessible.

• Annually archives materials in accordance with University policies

• Provides information and/or instruction of departmental policies and procedures to faculty, staff, and students

• Facilitates and communicates on behalf of faculty as needed

• Serve on SRG Board

Percentage of time 15 Duties/Responsibilities

Expenditure Processing Accounting Support

• Coordinates expense reimbursement documents/info form department faculty, staff and visitors for submission to business Office

• Coordinates with Terry College Business Office to manage department's spending form various State and Foundation funding sources

• Act as the liaison to the Business Office and support budget planning and reporting

• Coordinate with Terry Development and Alumni Relations Office to plan fundraising events

• Other miscellaneous duties

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Scott Graffin Recruitment Contact Email sgraffin@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this vacant position? (UGA Jobs -UGA's Job Board, LinkedIn, Indeed.com, Inside HigherEdJobs, UGA Staff Listserv, Terry College Listserv, a current UGA Employee, other - please provide resource)

(Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter

• Resume/CV

• List of References with Contact Information

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.