Administrative Associate Job at University of Georgia in Athens

Posting Details

Posting Details Posting Number S12939P Working Title Administrative Associate Department VPR-VP Office Research Admin About the University of Georgia Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens. About the College/Unit/Department College/Unit/Department website Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information Monday - Friday; 8:00 a.m. - 5:00 p.m. Advertised Salary $34,000 - $37,500 Posting Date 11/19/2024 Open until filled Yes Closing Date Proposed Starting Date 01/02/2025 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement 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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu). USG Core Values Statement 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. 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 The Office of Research is seeking a motivated, energetic individual to provide administrative support for the Vice President for Research's office and Coverdell Center. Job responsibilities include general reception duties, managing building access and conference room reservations, scheduling building and equipment maintenance, overseeing Coverdell Stockroom, planning events, and serving as the point of contact for equipment service and repair in Coverdell labs and the Office of Research. This position reports to the Executive Administrative Assistant to the Vice President for Research. Knowledge, Skills, Abilities and/or Competencies - Excellent customer service skills. - Ability to manage time and prioritize tasks. - Able to work independently and cooperatively in a team-oriented environment. - Exhibits professionalism at all times with interpersonal skills. - Demonstrates ability to use Microsoft Office products including Word, Excel and PowerPoint. - Ability to interact with members of the university community at all levels. Physical Demands - Sitting at desk and computer for long periods of time.
- Standing, bending, stooping, walking, carrying, pushing, pulling.
- Lift boxes up to 20 lbs. 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 Office of Research Reception & Administrative Support - Answer phones and assist callers with information requests. - Greet and direct visitors. - Process payment requests, UGAmart orders, employee reimbursements, and other transactions using university systems. - Prepare office for the day and close of business. - Maintain office supply inventory and arrange for equipment maintenance. - Assist users with troubleshooting copier jams and error messages. - Manage front desk email account. - Data entry. - Backup administrative support for VP for Research. - Special projects assigned by Office of Research administrators. - Other duties as assigned. Percentage of time 50 Duties/Responsibilities Coverdell Stockroom Support - Track, manage, and receive inventory; order lab supplies for stockroom. - Assist walk-in and online customers. - Manage Coverdell Stockroom email account. Percentage of time 30 Duties/Responsibilities Coverdell Facility Support - Sort mail for all units in Coverdell and ensure mailbox assignments and building directory are accurate. - Organize Coverdell lost and found, deliver documents and packages, perform document scanning, copying and filing. - Maintain Coverdell faculty listserv. - Review and respond to all requests and questions related to use of conference rooms. - Prepare daily room cards for posting on conference room doors. - Review and resolve conflicts related to conference room scheduling. - Point of contact for technical support for conference room equipment. - Point of contact for building occupants requesting assistance with custodial help, broken equipment, unlocking doors, routine Facilities Management Division work requests. - Coordinate with building supervisor and maintenance staff for Facilities Management Division work orders. - Responsible for building access control including, but not limited to, granting or removing building access to occupants, setting and adjusting building alarm and lock schedules, troubleshoot issues with card readers. - Responsible for building key control and access; distribute and track building keys; order new keys as needed. Percentage of time 15 Duties/Responsibilities Event Planning & Support - Coordinate with other office personnel to plan and prepare for special events including, but not limited to, the Office of Research Open House, Boyd Lectures, and UGA Research Awards Banquet. - Research and reserve event location and catering. - Order supplies for events. - Create and manage registrations/RSVPs. - Create and moderate remote viewing options for those who cannot attend in- person. - Set up and clean up on day of event. Percentage of time 5