"Office Manager"

Job Details

Office Manager

Under the direct supervision of the Executive Director of the Career Center, this position provides comprehensive administrative support to the Executive Director of the Career Center, Director of Employer Relations, the Director of Career Education, the Director of Academic Integration, and the Director of the UGA Mentor Program. This includes managing complex calendars, coordinating travel arrangements, preparing expense reimbursements, maintaining confidential files, managing facilities maintenance issues, advising on safety and security guidelines and protocols, budget support, and event budget tracking.

In addition to executive support, this position encompasses a broad range of office administration tasks such as word processing, spreadsheet development, composing and editing various documents, and handling purchasing and expenditure-related duties. This includes the management and renewal of a number of enterprise software licenses for technology resources that serve the university and alumni body. Also, a key component of this role involves supervising front desk operations, including the hiring, training, and scheduling of 3-4 student assistants and one full-time staff member.

Additionally, the position coordinates the annual student hiring process, liaises with Development and Alumni Relations (DAR) HR for staff and student hiring needs, and provides support to search chairs during job searches and interviews. This role requires independent judgment to plan, prioritize, and organize a diversified workload, and to recommend improvements in office practices or procedures. This position is integral to the department’s mission, ensuring excellent customer service and maintaining a highly organized and efficient Career Center operation.

Special Instructions to Applicants

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.
• This position is open until filled with priority given to applications submitted by November 24, 2025. Please submit a cover letter and resume to include three references. The cover letter should address the interest in the position, qualifications, and relevant experience.

Minimum Qualifications

High school diploma or equivalent and 5 years of related experience

Preferred Qualifications

• Progressively responsible experience working in a fast-paced, student-centered environment.
• Effective supervisory skills and experience.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.
• Possess excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment.
• Possess excellent organizational abilities and is able to work effectively in a fast-paced environment.
• Be able to prioritize.
• Be able to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook required.
• Be proficient in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, electronic record keeping, and event planning.
• Collaboration skills.
• Adaptability and willingness to learn.

Physical Demands

• Work in a standard office environment
• Sit and work at a computer workstation for extended periods of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Organize and establish priorities; Remember detail; multi-task
• Lift and/or move up to 20 pounds
• Walk, stand, stoop, lift, kneel, climb

Duties/Responsibilities

(75%) GENERAL CAREER CENTER ADMINISTRATIVE SUPPORT

Administrative support includes but is not limited to:

• A wide range of complex office administration tasks for Career Center staff including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, reports, presentations, and other clerical duties as assigned.
• Assist Career Center staff as needed with messages, copies, and shipping.
• Sort USPS and Campus Mail for Career Center.
• Provides budget support via event budget tracking, event registration tracking, student assistant personnel and payroll functions, travel, and expense reimbursements, and handles duties associated with purchasing and expenditures, including initiating purchase orders, purchase requests, and check requests.
• Responsible for purchasing card (P-Card) reimbursements and purchases.
• Manage payment processing to vendors for technology that is licensed by the Career Center.
• Supervise front desk staff member and all student assistants covering the front desk. Establish, delegate, communicate, monitor, and reinforce staff assignments, accountabilities, performance expectations, and goals.
• Oversee general front desk operations, including hiring student assistants, training, front desk communication, and staff scheduling.
• Serve as the departmental liaison to DAR HR for questions regarding student or staff hiring needs, benefits, payroll, etc.
• Manage day to day logistics of the Career Center, including opening and closing the office.
• Monitor and manage facilities maintenance issues.
• Manage, update, and communicate facility safety and security guidelines and protocols.
• Order and maintain office supplies and office equipment for the Career Center.
• Coordinate the annual student hiring process with department supervisors.
• Run errands when necessary.
• Coordinate online, in-person, and over-the-phone student appointments via Handshake.
• Coordinate as needed with other staff to assist with office functions and other priority initiatives.
• Manage departmental accounts, including email addresses and DocuSign allowing a wide variety of paperwork to flow through this position.
• In a timely and welcoming manner, greet visitors at the front desk and check in students for appointments.
• Answer main phone line, schedule student appointments, and direct calls as appropriate.

(20%) EXECUTIVE ADMINISTRATIVE SUPPORT

Provide administrative support to the Executive Director of the Office of the Career Center, the Director of Employer Relations, the Director of Career Education, the Director of Academic Integration, and the Director of the UGA Mentor Program.

Administrative support includes but is not limited to:

• Manage complex calendars: Schedule meetings, Career Center functions, appointments, conference attendance and travel. Assist in calendar scheduling for other staff members as assigned.
• Coordinate travel arrangements.
• Prepare and submit travel and expense reimbursement requests and forms.
• Develop and maintain confidential and general files of the department.
• Assist department in managing tasks to meet goals and deadlines.
• Develop, implement, interpret, and communicate policies and procedures.
• Review, assess, route, answer and monitor follow-up action steps on correspondence.
• Gather and analyze information required for administrative reporting.
• Create and maintain an efficient filing system.
• Provide search chairs with support during job searches and interviews.

(5%)

• Other duties as assigned to include, but not limited to, potential assistance with Career Fairs and other special projects or programs managed by the Career Center.

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 Division of Development and Alumni Relations

The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building, and maintaining relationships with alumni and donors, and assisting students with career development opportunities.

About the Career Center

The University of Georgia Career Center is the provider of centralized career services to undergraduate, graduate students, and alumni at The University of Georgia. Career Center staff work collaboratively with faculty and staff of all departments to enhance the career success of University of Georgia students/alumni. Several of the “nuts & bolts” services the UGA Career Center provides to its students include career counseling, job search training, and opportunities to connect with employers.

The Career Center also serves as a corporate gateway to the University by helping employers meet key faculty/staff, understand culture and curriculum, and successfully recruit UGA students and alumni. A broad group of corporate, government, and nonprofit employers recruit at The University of Georgia, and the Career Center facilitates this process through career fairs, on-campus interviews, and a variety of recruiting and educational programs and events.

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).