"Administrative Associate - ECAM and GNEM"

Job Details

Posting Number: S14184P

Working Title: Administrative Associate - ECAM and GNEM

Department: ENGR-Env Civil Agr & Mech

About the University of Georgia: Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 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 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

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. https://engineering.uga.edu/ The School of Environmental, Civil, Agricultural and Mechanical Engineering fosters a culture of collaboration among experts across a variety of engineering disciplines and other fields beyond engineering recognizing that technology is embedded in a broader social and environmental context. ECAM promotes the development of well-rounded students with the professional skillsets and perspective needed to effectively solve the grand challenges of civilization (i.e. systems thinking, interdisciplinary problem solving, communication, and empathy). https://engineering.uga.edu/schools/ecam/ GNEM is an industry consortium, public-private partnership network, and think tank. GNEM is a pan-university initiative embedded across the University of Georgia. https://emobility.uga.edu/about/

College/Unit/Department website: https://engineering.uga.edu/schools/ecam/

Posting Type: External

Retirement Plan: TRS

Employment Type: Employee

Benefits Eligibility: Benefits Eligible

Full/Part time: Full Time

Additional Schedule Information: Standard University business hours (8am-5pm) with occasional after-hours support at ECAM/GNEM events. This position is fully in-person on our main Athens campus.

Advertised Salary: Commensurate with Experience

Posting Date: 09/25/2025

Open until filled: Yes

Proposed Starting Date: 12/01/2025

Special Instructions to Applicants: In addition to your UGA Jobs application, please include the following documents: Resume, Cover letter, 3 Professional references with contact information

Location of Vacancy: Athens Area

Classification Title: Administrative Assistant II

FLSA: Non-Exempt

FTE: 1.00

Minimum Qualifications: High school diploma or equivalent and 2 years of related experience

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. Experience with MS Outlook (scheduling meetings and calendar invitations), Experience with MS Excel (data entry and data reports)

Position Summary: This Administrative Associate position reports directly to the School Chair of Environmental, Civil, Agricultural and Mechanical Engineering (ECAM) in UGA’s College of Engineering. This position will serve as one of the primary administrative contacts for the school and will serve as the primary administrative contact for the Georgia Network for Electric Mobility (GNEM). This Administrative Associate position will support ECAM and GNEM via: Support the School Chair and ECAM with general office duties, correspondences, special projects and GNEM activities. Serve as the Admin Lead for staffing and for GNEM, including but not limited to, assisting the Engineering HR office with information needed for ECAM immigration requests and advertising faculty and staff positions externally on platforms to ensure a successful recruitment strategy. Process basic financial transactions. Responsible for maintaining compliance for issued P-Card and for department P-Card submissions/payments. Will record and compile financial records using journals, ledgers and computers. Will work with the Chair and faculty on procurement processes. Assist with GNEM budget each fiscal year. Work with GNEM Executive Director on annual reports. Serve as the Admin contact for GNEM inquires. Will work with and support GNEM Staff and Faculty as needed. Coordinate meetings and events as needed for ECAM and GNEM such as: advisory board meetings, GNEM steering committee meetings and E-Mobility summit meetings. Attend said meetings for note-taking as requested. Serve as point of contact for E-Mobility summit each Spring semester. Work with staff and committee members to plan and execute this annual event which includes registrations, payments, vendor partnerships, and leading the committee and other staff on all summit-related tasks. Provide content to Engineering Communications Manager for GNEM website and social media content. This position will need 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.

Duties/Responsibilities: Support to School Chair: Perform general office duties, such as filing, answering telephones, and handling routine correspondence. Perform administrative tasks such as copying, printing, answering phone, sending and receiving mail/shipments, faxing, typing letters and forms, etc. for faculty and graduate students. Use computers for various applications, such as database management or word processing in support of the Chair. Assist with logistics and scheduling for ECAM, GNEM and E-Mobility events/meetings, including coordinating room reservations, sending calendar invites, sharing agendas and minutes, etc. Prepare PowerPoint presentations and assist with the preparation of various documents for the Chair, as needed. Serve as a point-of-contact for ECAM School Chair and GNEM Executive Director. Assist GNEM Staff/Faculty when needed for meeting/conference support, Provide content to Communications Manager for GNEM website and social media (30% of time). Staffing Administrative Lead: Coordinate with HR and the Business Office as needed for Part-Time Faculty letter inquires. Assist HR office with ECAM immigration requests for faculty, researchers, and postdocs including submitting check requests for H1B, permanent residency, etc. Advertise faculty and staff positions externally on other platforms to ensure a successful recruitment strategy, Assist staff, faculty, or students with departmental processes and procedures or use of office equipment (30% of time). Financial and Budget Management: Serve as backup for the processing of basic financial transactions, including journal vouchers, travel requests & reimbursements. Will assist ECAM Admin with P-card submissions and payments for the School of ECAM. Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers. Work with the Chair and faculty on assisting with procurement for the School and faculty as related to administration, research and service related purchases. Assist GNEM Executive Director in managing the GNEM budget each fiscal year, Work with GNEM Executive Director to develop an annual report to share with steering committee, Review and/or approve purchases, reimbursements, travel authorizations, etc as needed (25% of time). E-Mobility Summit Coordination: Serve as lead and point of contact for E-Mobility annual Summit, Partner with other staff, faculty, committee members, students on all aspects of planning and executing this annual Spring event. Serve as on-site coordinator for Summit, Prepare and share summit materials, slides, schedule of event with participants, Partner with CENGR Business Office on registration fees/payments as needed (10% of time). Other Duties as Assigned: Other duties as assigned that would contribute to the success of ECAM, GNEM, and the E-Mobility Summit (5% of time).