University of Georgia
Administrative Associate I
University of Georgia, Athens, Georgia, us, 30604
Posting Details
Posting Details
Posting Number S12611P
Working Title Administrative Associate I
Department Grady-Entertain & Media Stds
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 or ORP
Employment Type Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Additional Schedule Information
The hours are 8am to 5 pm Monday to Friday
Advertised Salary $40,000-$45,000
Posting Date 09/03/2024
Open until filled Yes
Closing Date
Proposed Starting Date 10/14/2024
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
Employee serves as the public face of the Department of Entertainment and Media Studies and the central hub of support for faculty and students. Most courses in the Entertainment and Media Studies majors have been taken with permission of the department, and they assign those PODs and works with EMST advisors to place students in classes. Employee schedules faculty teaching times and rooms and supports the department head by helping with administrative documents, special projects, promotion and tenure review, and internship-for-credit coordination. Employee handles administrative duties for faculty searches, keeps track of applications, schedules itineraries for campus visits and assists in seating new hires. This incumbent manages the documentation when the department hires temporary faculty and also provides administrative support for all EMST faculty.
Knowledge, Skills, Abilities and/or Competencies
Employee will possess extensive knowledge of common office software, plus a wide variety of UGA-specific programs necessary to meet responsibilities. Employee also exhibits great communication skills in working with students, faculty, college administrators, and others in the University community.
Physical Demands
Physical demands include sitting for lengthy periods of time as much of their responsibilities are executed using the computer, and skilled typing.
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
Student Services
Manages Permission of Department (POD), Permission of Major (POMs) and drop/Add for all the students within the Entertainment and Media Studies major and the New Media Institute. Coordinates distribution of PODs for all majors with administrative associates in Grady College. Coordinates with Academic Advisor for outside majors requiring PODs.Responsible for loading the JRLC 1001 course for the Dean of the Grady College every Fall and Spring semesters.Reviews advisement forms for all the Entertainment and Media Studies (EMST) students and place students in course sections in Banner that give them access to register.Handles inquiries pertaining to class schedules for faculty, staff and students.Provides information on course curriculum, graduation, advising, and other questions regarding student's major.Generates and maintains course enrollment information through Banner and Argos to assume maximum enrollment.Complies exams schedules each semester through 25Live for EMST and NMIX.Manages student internships, independent study procedure and practicum from approvals through completion.Responsible for placing all the department textbook orders through the UGA textbook order system or directly with the UGA Bookstore, which includes requesting desk copies through the publishers upon request.Responsible for making copies of any tests, exams, course material for each faculty.Assist Department Head with anything associated with "The Entertainment and Media Industries Club" which also includes "The Writer's Room".Works with Grady advisors to solve student scheduling difficulties.Assist faculty in setting up individual class list serves.Percentage of time 40 Duties/Responsibilities
Administrative Duties
Manages office workflow.Serves as the main point of contact for the department when someone calls, emails, or visits.Provides administrative support to the Department Head and the faculty in the Department of Entertainment and Media Studies (EMST) and the New Media Institute (NMI).Assist Department Head with course schedules each semester and responsible for loading all courses for EMST and NMIX in Banner and making sure each course are assigned an appropriate size room for instruction.Collect electronic copies of all course syllabus for every class each semester, which includes EMST & NMIX and making sure they are down loaded onto the UGA Syllabus system.Generate and maintains course enrollment information through course offering system to assume maximum enrollment.Every semester work with the Director of Undergraduate Student Services to work on Section Changes.Compile every semester info received from faculty a "Low Cost/No Cost" report and submit to the Dean's Office.Responsible for managing all the COI requests (Certificate of Insurance) for the EMST and MFA production classes each semester (typically 80-100 each semester).Responsible for managing, loading and maintaining an outlook calendar for 17 total labs and classrooms within the Grady College of Journalism each semester. Works closely with other departments in the Grady College to maintain schedules for teaching and event space.Responsible for managing the Studio 100 calendar used for scheduling events requested from administrators, faculty and staff in the Grady College and notifying the building supervisor of any after hour events so the locks and alarms are adjusted appropriately.Distributes faculty mail from Dean's office to EMST department mailboxes.Schedule appointments and meetings for Department Head upon request.Organizes and maintains department files.Maintains the department listservs.Composes routine letters and memos.
Percentage of time 50 Duties/Responsibilities
Administrative Duties (Periodic)
Collects faculty activity reports and vita for annual reviews and completion of the Promotion and Tenure Reviews, Third Year Reviews, Post Tenure Reviews, and Graduate Faculty appointments and reappointments.Manages regular and part-time instructor faculty positions in UGA Jobs, which includes any direct hires of temporary instructors.Manages administrative duties for faculty job searches working closely with Department Head and chair of search committee in scheduling itineraries and travel arrangements for prospective candidate.Responsible for creating schedule itineraries for each job candidate's campus visit and making sure each candidate has everything needed for a successful visit.Works closely with the business office to make sure job candidates have hotel reservations and send confirmations to the job candidates.Manages and keeps track of all job candidate applications received and makes sure the chair of the search committee has currently updated information.Responsible for accurately documenting the exit information in UGA Jobs on each position posted.Assist in seating new faculty hires in UGA Jobs, which also includes completion of their hiring proposals for chosen candidates.Generates and maintains CAPA (Course Approval Process Automation) for the EMST department.Process Department Head's entertainment requests and other necessary forms.Assist in maintaining the Entertainment and Media Studies commencement rotation list.Manages and maintains Entertainment and Media Studies Committee list (updated yearly).Manages and maintains Academic Personnel Actions List for EMST (updated yearly)Manages and maintains the Post Tenure Review Rotation List for EMST (updated yearly).Manages and maintains the Standing Committee List for EMST (Updated yearly).Assist Department Head with the Creative Project Fund (Fall and Spring semesters).Generate memos, emails and reports when appropriate.Reviews reports and forms for accuracy and completeness.Provides administrative support for temporary instructors.Provide general support to visitors.
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 Jay Hamilton
Recruitment Contact Email hamilton@uga.edu
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Resume/CVCover LetterOptional Documents
Posting Details
Posting Number S12611P
Working Title Administrative Associate I
Department Grady-Entertain & Media Stds
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 or ORP
Employment Type Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Additional Schedule Information
The hours are 8am to 5 pm Monday to Friday
Advertised Salary $40,000-$45,000
Posting Date 09/03/2024
Open until filled Yes
Closing Date
Proposed Starting Date 10/14/2024
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
Employee serves as the public face of the Department of Entertainment and Media Studies and the central hub of support for faculty and students. Most courses in the Entertainment and Media Studies majors have been taken with permission of the department, and they assign those PODs and works with EMST advisors to place students in classes. Employee schedules faculty teaching times and rooms and supports the department head by helping with administrative documents, special projects, promotion and tenure review, and internship-for-credit coordination. Employee handles administrative duties for faculty searches, keeps track of applications, schedules itineraries for campus visits and assists in seating new hires. This incumbent manages the documentation when the department hires temporary faculty and also provides administrative support for all EMST faculty.
Knowledge, Skills, Abilities and/or Competencies
Employee will possess extensive knowledge of common office software, plus a wide variety of UGA-specific programs necessary to meet responsibilities. Employee also exhibits great communication skills in working with students, faculty, college administrators, and others in the University community.
Physical Demands
Physical demands include sitting for lengthy periods of time as much of their responsibilities are executed using the computer, and skilled typing.
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
Student Services
Manages Permission of Department (POD), Permission of Major (POMs) and drop/Add for all the students within the Entertainment and Media Studies major and the New Media Institute. Coordinates distribution of PODs for all majors with administrative associates in Grady College. Coordinates with Academic Advisor for outside majors requiring PODs.Responsible for loading the JRLC 1001 course for the Dean of the Grady College every Fall and Spring semesters.Reviews advisement forms for all the Entertainment and Media Studies (EMST) students and place students in course sections in Banner that give them access to register.Handles inquiries pertaining to class schedules for faculty, staff and students.Provides information on course curriculum, graduation, advising, and other questions regarding student's major.Generates and maintains course enrollment information through Banner and Argos to assume maximum enrollment.Complies exams schedules each semester through 25Live for EMST and NMIX.Manages student internships, independent study procedure and practicum from approvals through completion.Responsible for placing all the department textbook orders through the UGA textbook order system or directly with the UGA Bookstore, which includes requesting desk copies through the publishers upon request.Responsible for making copies of any tests, exams, course material for each faculty.Assist Department Head with anything associated with "The Entertainment and Media Industries Club" which also includes "The Writer's Room".Works with Grady advisors to solve student scheduling difficulties.Assist faculty in setting up individual class list serves.Percentage of time 40 Duties/Responsibilities
Administrative Duties
Manages office workflow.Serves as the main point of contact for the department when someone calls, emails, or visits.Provides administrative support to the Department Head and the faculty in the Department of Entertainment and Media Studies (EMST) and the New Media Institute (NMI).Assist Department Head with course schedules each semester and responsible for loading all courses for EMST and NMIX in Banner and making sure each course are assigned an appropriate size room for instruction.Collect electronic copies of all course syllabus for every class each semester, which includes EMST & NMIX and making sure they are down loaded onto the UGA Syllabus system.Generate and maintains course enrollment information through course offering system to assume maximum enrollment.Every semester work with the Director of Undergraduate Student Services to work on Section Changes.Compile every semester info received from faculty a "Low Cost/No Cost" report and submit to the Dean's Office.Responsible for managing all the COI requests (Certificate of Insurance) for the EMST and MFA production classes each semester (typically 80-100 each semester).Responsible for managing, loading and maintaining an outlook calendar for 17 total labs and classrooms within the Grady College of Journalism each semester. Works closely with other departments in the Grady College to maintain schedules for teaching and event space.Responsible for managing the Studio 100 calendar used for scheduling events requested from administrators, faculty and staff in the Grady College and notifying the building supervisor of any after hour events so the locks and alarms are adjusted appropriately.Distributes faculty mail from Dean's office to EMST department mailboxes.Schedule appointments and meetings for Department Head upon request.Organizes and maintains department files.Maintains the department listservs.Composes routine letters and memos.
Percentage of time 50 Duties/Responsibilities
Administrative Duties (Periodic)
Collects faculty activity reports and vita for annual reviews and completion of the Promotion and Tenure Reviews, Third Year Reviews, Post Tenure Reviews, and Graduate Faculty appointments and reappointments.Manages regular and part-time instructor faculty positions in UGA Jobs, which includes any direct hires of temporary instructors.Manages administrative duties for faculty job searches working closely with Department Head and chair of search committee in scheduling itineraries and travel arrangements for prospective candidate.Responsible for creating schedule itineraries for each job candidate's campus visit and making sure each candidate has everything needed for a successful visit.Works closely with the business office to make sure job candidates have hotel reservations and send confirmations to the job candidates.Manages and keeps track of all job candidate applications received and makes sure the chair of the search committee has currently updated information.Responsible for accurately documenting the exit information in UGA Jobs on each position posted.Assist in seating new faculty hires in UGA Jobs, which also includes completion of their hiring proposals for chosen candidates.Generates and maintains CAPA (Course Approval Process Automation) for the EMST department.Process Department Head's entertainment requests and other necessary forms.Assist in maintaining the Entertainment and Media Studies commencement rotation list.Manages and maintains Entertainment and Media Studies Committee list (updated yearly).Manages and maintains Academic Personnel Actions List for EMST (updated yearly)Manages and maintains the Post Tenure Review Rotation List for EMST (updated yearly).Manages and maintains the Standing Committee List for EMST (Updated yearly).Assist Department Head with the Creative Project Fund (Fall and Spring semesters).Generate memos, emails and reports when appropriate.Reviews reports and forms for accuracy and completeness.Provides administrative support for temporary instructors.Provide general support to visitors.
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 Jay Hamilton
Recruitment Contact Email hamilton@uga.edu
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Resume/CVCover LetterOptional Documents