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.
Position Summary
This position provides administrative, project, and executive support to the Vice President for Instruction and Associate Vice Presidents as well as oversees and coordinates the day-to-day activities of the office. The person filling this position will serve as the principal point of administrative contact and liaison with internal and external constituencies. Specialist support services in the areas of budget and fiscal management, public and community relations, faculty affairs, general business administration and/or student affairs may be necessary.
Knowledge, Skills, Abilities and/or Competencies
The preferred candidate will demonstrate: Strong organizational skills, Ability to be service focused and to work independently, Ability to prioritize workflow and advance the goals of the Office of Academic Programs, Strong written and oral communication skills, Ability to work independently and efficiently, managing multiple tasks, Direct experience in the role of executive-level office support, and an understanding of academic institutions, Ability to solve problems, multi-task, and work as a valued member of a team, Experience in planning and supporting institutional activities. Advanced Microsoft skills including Word, Excel, PowerPoint, Outlook. Due to the nature of the position, the most qualified candidate should demonstrate the ability to use independent judgment and discretion with confidential information.
Physical Demands
Normal office functions, including walking short distances on the UGA campus, lifting/carrying boxes of approximately 15-20 pounds, bending, lifting, and stooping for filing.
Duties/Responsibilities
- Office Management (35%): Manage all calendar appointments for the Vice President for Instruction and two Associate Vice Presidents. Maintain confidential and highly sensitive mail and filing system.
- General Administration (30%): Provide general administrative support, greet visitors, answer telephone, handle incoming mail, compose and edit correspondence, serve as administrator for VPI email and list servs, order departmental parking passes.
- Financial Support (15%): Support budgetary processes, process travel expense statements, payment requests, reimbursements, purchase orders, order supplies.
- Personnel management (10%): Process position changes and job postings in UGAJobs, serve as Faculty Affairs Liaison, oversee student workers.
- Special Events (5%): Coordinate special events, order awards, manage correspondence and recognition of donors.
- Building/Equipment Administration (5%): Check in/out keys, serve as building security contact, submit maintenance requests, manage conference room schedule, telephone representative, manage equipment inventory.
