Assistant To Department Head

Position Information

Classification Title Office Manager/Clerical Supervisor FLSA Non-Exempt FTE 1.0 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

The Assistant to the Department Head position provides essential administrative and human resources support and coordinates daily operations for the Department of Textiles, Merchandising, and Interiors. This incumbent also serves as the Department's interface with the public, students, parents, university administrators, faculty, visiting scholars, and other staff.

Knowledge, Skills, Abilities and/or Competencies

• Working knowledge of general office practices and procedures Ability to handle confidential information discretely

• Excellent organizational skills

• Excellent customer service skills

• Substantially developed interpersonal and teamwork skills to successfully work with diverse groups in an academic environment

• Knowledge of university policies and procedures

• Knowledge of various software and programs used at UGA, e.g., MS Office Suite, UGAJobs, etc.

Physical Demands

• Sitting for long periods.

• Lift 25 pounds.

Is driving a responsibility of this position? No Is this a Position of Trust? Yes 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) Yes 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

Assistant to Department Head (DH)

• Serve as first point of contact for people contacting the Department Head.

• Schedule departmental and committee meetings.

• Compose, type and distribute meeting notes, routine correspondence, or reports such as presentations, or expense, statistical or monthly reports.

• Work with DH to ensure important administrative tasks get accomplished by planning for upcoming deadlines.

• Make travel arrangements for Department Head.

• Organize and maintain confidential administrative records, general departmental correspondence, files, and faculty and staff evaluations.

• Prepare and supervise compilation of technical and complex reports for department, college and university program review annual reports, new degree programs, and assessments.

• Prepare award nomination packets for faculty, staff, and students.

• Distribute keys and work with FACS Facilities manager to maintain key inventory.

• Handle equipment inventory (assist FACS Facilities Manager).

• Manage telephones.

• Notify FACS Facilities Manager of necessary work orders.

• Communicate policies and procedures to faculty, staff and students.

Percentage of time 40 Duties/Responsibilities

Departmental Human Resources Support

• Coordinate faculty recruitment process by seeking approval for position announcements and ads, maintaining files on applicants received, corresponding with applicants to schedule interviews, etc.

• Submit documents for EOO posting waiver when applicable.

• Initiate faculty, staff, temporary and postdoctoral position request to fill forms and position description, posting, and hiring proposal requests in UGAJobs applicant tracking and position management system.

• Prepare and send part-time letters of agreement for part-time faculty.

• Provide administrative assistance with graduate faculty appointments and re- appointments, promotion/tenure, 3rd year reviews, and post-tenure reviews.

• Investigate and resolve issues related to visa and residency for international visitors, faculty, staff, and students, and assemble and process a variety of other documents and issues as needed by the DH, University, and College-related administration of the department.

Percentage of time 30 Duties/Responsibilities

Office Manager

• Supervises Degree Program Professional and Federal Work Study Students/Student Assistants.

• Monitors day-to-day office operations.

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

• Greet and assist with guests, mail distribution, signing for packages, and emailing individuals for pick-up.

• Liaison between the department and other departments/units within FACS, including the Dean's Office.

• Other duties as assigned.

Percentage of time 25 Duties/Responsibilities

• Communicate with the Georgia Soft Goods Education Foundation Board officers time to time to organize the board meetings, prepare agenda and submit minutes of the meeting.

• Follow up with the officers on relevant issues.

Percentage of time 5

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 Gajanan Bhat Recruitment Contact Email gbhat@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

• 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.