"Administrative Associate"

Job Details

Posting Number: S14065P

Working Title: Administrative Associate

Department: VPR-Skidaway Inst Oceanography

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 3,100 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 formed School of Medicine.

About the College/Unit/Department: The University of Georgia’s Skidaway Institute of Oceanography (SkIO) is a multidisciplinary research and training institution located on a 700-acre campus on Skidaway Island. The Institute’s primary goals are to further understanding of marine and environmental sciences, conduct leading edge research on marine and coastal systems, and train tomorrow’s scientists. Our campus is also a host to Georgia Southern University’s Applied Coastal Research Lab, NOAA Gray’s Reef National Marine Sanctuary, The University of Georgia’s Marine Education Center and Aquarium, and The Nature Conservancy. Skidaway Institute of Oceanography is also home to the Research Vessel (R/V) Savannah. The R/V Savannah is owned and operated by the Institute and is a member of the University National Oceanographic Laboratory System (UNOLS) and Academic Research Fleet (ARF).

College/Unit/Department website: https://www.skio.uga.edu/

Posting Type: External

Retirement Plan: TRS

Employment Type: Employee

Benefits Eligibility: Benefits Eligible

Full/Part time: Full Time

Additional Schedule Information: 40 hours/week, work times may vary as needed.

Advertised Salary: Commensurate with Experience

Posting Date: 08/29/2025

Open until filled: Yes

Proposed Starting Date: 10/01/2025

Location of Vacancy: Savannah Area

Position Summary: This position provides basic clerical support in the Administration Office while handling support services for campus housing operations. It is responsible for routine office and clerical tasks, including assisting the Institute Director, Housing Coordinator, faculty, staff, and students. Ability to support the Communications and Public Relations Coordinator in the planning and oversight of various campus events.

Knowledge, Skills, Abilities and/or Competencies:

• Keyboarding/computer skills, arithmetic skills, and usage of email.
• Excellent customer service, written and oral communication skills, and organizational style.
• Skill in the operation of a personal computer, adding machine, calculators, and related office equipment.
• Strong working knowledge of Microsoft Office products and online calendaring software.

Physical Demands:

• Keyboarding; handling office supplies and equipment (copiers, laminating, mail services).
• Lifting up to 25 lbs.
• Driving vehicles and golf carts as needed to perform job related duties.

Duties/Responsibilities:

Basic Secretarial

• Edit letters, reports, records, and forms.
• Screen and distribute incoming correspondence, transmit information, schedule meetings, arrange appointments.
• Answer main phone line, greet visitors, handle general inquires about Institute, deliver oral and written messages.
• Data entry.
• Monitor reorder supplies.
• Record and track account expenditures.

Percentage of time: 40

Housing Support

• Book reservations, assign rooms, manage housing calendars, act as point of contact for customers.
• With Housing Coordinator, coordinate incoming/outgoing customers, cleaning schedules, and room availability.
• Prepare housing invoices and process payments.
• Assist Housing Coordinator with procurement of supplies, materials, furniture, etc.

Percentage of time: 35

Event Support

• Assist Director and Communications and Public Relations Coordinator with coordinating, scheduling, and overseeing of campus events, meetings, and conferences.
• Maintain room calendars.
• Assist with notifications to Facilities, IT, Custodial, and other stakeholders for all planned events.
• Assisting in procurement of food, supplies, and materials for planned events.

Percentage of time: 15

Business Operations Support

• Assist Director, faculty, students, and staff with processing travel authorizations and travel reimbursements.
• Process credit card payments, post to UGA deposit system.
• Assist faculty, students, and staff with package shipping as needed.
• Manage stock and process sales of gift merchandise.
• Other duties as assigned and appropriate.

Percentage of time: 10