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University of Georgia

ADMINISTRATIVE ASSOCIATE I

University of Georgia, Athens, GA, United States

Posting Details
Posting Details Posting Number S12966P Working Title ADMINISTRATIVE ASSOCIATE I Department ENGR-Acad Affairs & Assessment 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. College/Unit/Department website https://engineering.uga.edu/ 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). This position is a full-time, in-person position on the main UGA Athens campus. Advertised Salary $46,000+; based on experience Posting Date 11/26/2024 Open until filled Yes Closing Date Proposed Starting Date 01/06/2025 Special Instructions to Applicants In addition to your UGA Jobs application, please include the following documents:
  • CV/Resume
  • Cover Letter
  • 3 professional references with contact information
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
  • Preference for 2+ years of Administrative experience
  • UGA/USG systems knowledge (UGA Mart, OneUSG)
  • Experience with MS Outlook (scheduling meetings and calendar invitations)
  • Experience with MS Excel (data entry and data reports)
  • Experience with professional communication (verbal and written)
  • Experience in event support, newsletter design and/or social media
  • Experience with working collaboratively within a team
Position Summary The College of Engineering at the University of Georgia is currently seeking qualified candidates for the position of Administrative Associate I.

This position will report to the Senior Associate Dean of the College of Engineering. The primary function of this position is to support and assist the Senior Associate Dean and the Staff/Faculty within the College of Engineering Academic Office, providing administrative support such as: scheduling meetings, assisting with events preparation, assisting with data collection and reporting, preparing newsletters, processing purchases, managing travel arrangements, and submitting reimbursements for the academic office staff and faculty.

This position will also serve as the initial point of contact for the Academic office, which entails answering queries from visitors, accepting deliveries, etc. This position will work with students, faculty, and staff throughout the Academic office and throughout the College of Engineering for various administrative purposes and projects.

This position will also maintain student records for academic office review and reporting purposes.

This position will cultivate strong positive working relationships with faculty and staff throughout the College of Engineering. These working relationships will help facilitate the coordination of various interdependent functions between many offices with the college.

Knowledge, Skills, Abilities and/or Competencies
  • Excellent oral and written communication skills
  • Multi-task in a fast-paced office environment
  • Follow policies and procedures with respect to travel, reimbursements and purchasing and to effectively communicate this to students, faculty and staff when needed
  • Work independently as well as collaboratively as needs emerge
  • Perform accurate data entry in emails, UGAJobs and OneSource reports
  • Acquire basic knowledge of engineering degree programs, faculty and staff
  • Establish and maintain effective positive working relationships
  • Possess basic knowledge of OneUSG, GL Journals and UGA Jobs portals
Physical Demands
  • Lift up to 35 lbs.
  • Sit at a computer desk for long periods of time.
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? Yes 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 the Senior Associate Dean:
Provide administrative support to the Senior Associate Dean in the College of Engineering on various activities as below:

  • Manage calendar and schedule meetings for the Senior Associate Dean.
  • Process travel authority requests and travel reimbursements through OneSource.
  • Process purchases orders (UGA Mart), payments from other vendors, and pay invoices (OneSource / GL Journal / Account Payable) for office submissions
  • Create Excel graphs and Word documents for the Senior Associate Dean when necessary.
  • Provide support and assistance for organizing and conducting office/college events.
  • Assist with data collection from various sources such as Academic Analytics, OIR etc. for external reporting to agencies such as ASEE, USNEWS.
  • Other unspecified tasks as needs arise and priorities evolve.
Percentage of time 60 Duties/Responsibilities Support for Offices under Associate Dean:
Provide administrative support to all offices that report to the Senior Associate Dean:

  • Manage calendar and schedule meetings for the Assistant Dean for Academic & Faculty Affairs
  • Book travel for academic office visitors
  • Receive visitors, attend phone calls, serve as an information resource for the visitors
  • Create itineraries for seminar candidates, interview candidates, and other visitors
  • Reserve conference rooms, auditorium, and other facilities for meetings and other events
  • Process catering requests for meetings, workshops, seminars, and other events
  • Process travel and other reimbursements through OneSource for all student submissions
  • Organize and maintain student records
  • Assist with classroom scheduling using Ad Astra when necessary
  • Process course evaluation surveys once every semester
  • Assist with promotion and tenure as well as post-tenure process in organizing dossiers, scheduling meetings, facilitate communications between committee members etc.
  • Provide assistance to the Academic office for administering REU programs by providing application processing support, logistical assistance, communication and coordination, processing travel and reimbursements.
Percentage of time 30 Duties/Responsibilities Other Responsibilities:
  • Other responsibilities as assigned by the Senior Associate Dean on an ongoing basis. Functions may include assistance to student, faculty or staff as needs evolve.
  • Partner with and learn/train with other College of Engineering Admins to foster continuous learning and a peer support network for best practices.

Percentage of time 10