University of Georgia
Administrative Associate to the School Chair - ECE
University of Georgia, Athens, GA, United States
Posting Details
Posting Details Posting Number S12969P Working Title Administrative Associate to the School Chair - ECE Department ENGR-Electrical & Computer 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 The College of Engineering at the University of Georgia is one of the fastest growing programs at UGA and one of the fastest growing public colleges of engineering in the nation. Since our founding in 2012, enrollment in the College of Engineering has grown to over 2,400 students. Students and faculty alike are attracted to our setting in a comprehensive, land-grant, research institution that's consistently ranked among the 20 best public universities in the nation. Our rapidly expanding engineering program focuses on opportunities for learning, discovery and innovation at the confluence of disciplines.Building from our heritage of excellence in interdisciplinary education and research, the School of Electrical & Computer Engineering will work to expand and strengthen our undergraduate and graduate programs, build on our foundation of productive cross-disciplinary research and establish a culture that exemplifies operational best practices. By working to achieve these strategic objectives, we seek to build upon our heritage of "engineering without borders" as we grow a world class School of Electrical & Computer Engineering embedded in a strong liberal arts tradition. College/Unit/Department website https://engineering.uga.edu/schools/sece/ Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
- Standard University business hours (8am-5pm) with occasional after-hours support at ECE events.
- This position is fully in-person on our main Athens campus.
- Resume
- Cover letter
- 3 Professional references with contact information
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
- Prior administrative experience at UGA or another USG institution preferred
- Working knowledge of UGA and USG policies and procedures, particularly related to purchasing, reimbursements, travel authorizations, invoice processing etc., preferred.
Position Summary This position reports directly to the School Chair of Electrical and Computer Engineering (ECE)in UGA's College of Engineering and will serve as one of the primary administrative contacts for the School. The Administrative Associate will assist faculty and graduate students with day-to-day operations which include: management of facilities; management of ECE website and social media; copying, printing, sending and receiving mail/shipments, faxing, typing letters and forms; prepare/process purchase orders, check requests, travel requests, expense statements, travel reimbursements, and advise faculty and graduate students on appropriate policies and procedures; and manage calendar and scheduling. This position will also provide backup support to the College of Engineering Dean's Office and assist with special events and projects as needed.
This position will require a Purchase Card to properly execute its duties. Knowledge, Skills, Abilities and/or Competencies Excellent organizational, communication (both written and verbal), and customer-service skills; ability to interpret policies and procedures, as well as proofread and edit written material; demonstrated computer competency and knowledge of Word, Excel, Outlook, and PowerPoint; ability to work independently in a fast-paced office environment, multi-task, and remain detail-oriented. Physical Demands
- Lift and carry up to 50 lbs.
- Repetitive motions and actions
- Long periods of sitting at a computer, standing, and walking between buildings on campus.
- Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
- Administrative support with copying, printing, answering phone, sending and receiving mail/shipments, faxing, typing letters and forms, etc., for faculty and graduate students.
- Uses computers for various applications, such as database management or word processing in support of the Chair.
- Manage School Chair Calendar and coordinate interactions between faculty/staff/students and school chair including acquisition of school chair signature, gathering of materials for school chair review and coordinating (and when necessary taking notes in) regular meetings with the School Chair.
- Serves as a single-point-of-contact for all requests for School Chair signatures and approvals.
- Manage calendar for scheduling meetings in the Engineering conference rooms and keeping schedule of faculty.
- Calls faculty meetings, prepares the agenda and maintains all related documents and faculty decisions on behalf of School Chair when needed.
- Assists School Chair in administrative portions of Promotion and Tenure process including putting together faculty dossiers for submission, and notifying faculty members of decisions.
- Faculty Searches: Coordinates all logistics related to interviews, presentations, travel, meals, lodging for all prospective faculty candidates and prepares a detailed interview agenda for each candidate.
- School Academic Advisory Committee: Works with the Chair to coordinate meetings with the School Academic Advisory Committee, attends meetings, takes notes and maintains a record of all decisions.
- Prepares reports and queries' for the school as needed.
- Updates faculty, staff, and students on relevant policy changes as needed.
- Manage special projects as assigned.
- Assist staff, faculty, or students with departmental processes and procedures or use of equipment.
- Interfacing with industry leaders, including coordinating with Industrial Advisory Board and serving as a point of contact for the Board.
- Coordinating with the Office of Development and industry members on opportunities for partnership within the School.
- Development of School Culture
- Graduate student event coordination
- Engaging regularly with Graduate Students and Graduate Coordinator to create cohesiveness between graduate students within the School.
- Supervise ECE student worker.
- Works with the Chair, faculty and graduate students along with the CENGR Finance Dept. to process timely and accurate payments of all non-salary obligations of the School.
- Process basic financial transactions, including journal vouchers travel requests, travel reimbursements, cash, check, credit cards, or automatic debits. Responsible for P-card management and processing for the School of ECE.
- Prepare/Process purchase orders, check requests, travel requests, expense statements and travel reimbursements and advise faculty and graduate students on appropriate policies and procedures.
- Order, restock, and dispense supplies.
- Utilize relevant accounting software to record, store, and analyze financial information for the School.
- Assist the College of Engineering finance and administrative staff on special projects and assignments as needed.
- Coordinating with Special Events Manager when applicable on events.
- Planning events of 50 people or fewer for the School of ECE including but not limited to contacting and hiring vendors, reserving spaces, monitoring RSVPs, submitting invoices for payment, and arranging for used spaces to be cleaned in a timely manner.
- Serving as a contact point for events within ECE.
- Updating, editing, and sharing ECE website pages
- Developing, writing, and disseminating the Faculty Spotlight Series
- Updating and maintaining ECE social media sites including X, Instagram, etc.
- Coordinating content and releasing in a timely manner
- Growing the social media presence of the School of ECE
- Sharing relevant School updates on social media platforms such as Spotlight series, job opportunities, and faculty, student, and staff accomplishments.