Administrative Manager

Posting Details

Posting Details

Posting Number

S12382P

Working Title

Administrative Manager

Department

CAES-International Programs

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

The purpose of the CAES International Programs office is to support and promote the internationalization of the College of Agricultural & Environmental Sciences through research, education, and extension / outreach programs and collaborations.

College / Unit / Department website

https : / / www.caes.uga.edu / departments / international-programs.html

Posting Type

Internal (PEP)

Retirement Plan

TRS or ORP

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

• Monday through Friday, 8am-5pm
• Some weekend and / or evenings may be required at times

Advertised Salary

Commensurate with Experience

Posting Date

07 / 18 / 2024

Open until filled

Closing Date

Proposed Starting Date

09 / 03 / 2024

Special Instructions to Applicants

Applicants must be a current employee of the University of Georgia to be eligible for this posting.

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 ([email protected]).

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

Business Operations Professional

FLSA

Exempt

1.00

Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education / experience in lieu of the required minimum qualifications.

Preferred Qualifications

At least 3 years of experience in a position at UGA with aspects relevant to this role.

Position Summary

• The Administrative Manager serves as the central contact point for CAES Office of International Programs and will have primary roles of : Administrative Support and Business Management;
• Study Abroad Financial and Enrollment Management; CAES Immigration Management; Hosting and Logistics Support; Website and Communication Support;

and Data Collection Support. Due to the small size of the office, this position will exercise discretion and independent judgment when dealing with a diverse portfolio of immigration cases and financial management.

At times, this position will act on behalf of the Office of International Programs, utilizing a high level of knowledge of relevant policies and programs.

Knowledge, Skills, Abilities and / or Competencies

• Strong knowledge of UGA financial and accounting systems and standards.
• Attention to Detail.
• Strong Interpersonal Skills.
• Customer Service Mindset.
• Strong Ability to Independently Manage a Diverse Sets of Ongoing Tasks.
• Ability and Willingness to Track Progress of Multiple Ongoing Projects.
• Ability to Work Independently and with Limited Supervision, especially with regards to Financial and Immigration Functions.

Physical Demands

• Sitting for long periods of time.
• Occasionally lift items over 10lbs.
• Driving as needed to perform job tasks.

Is driving a responsibility of this position?

Is this a Position of Trust?

Does this position have operation, access, or control of financial resources?

Does this position require a P-Card?

Is having a P-Card an essential function of this position?

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

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

Business Management for CAES Office of International Programs :

• Manage all financial processes from start to finish for the office. Specific tasks within this management role will include :
• Process Purchase Orders, Payments, Travel and Entertainment Reimbursements
• Disburse Scholarships to Students in Collaboration with Supervisor
• Examine Accounting Documents for Accuracy and Compliance with Policies and Procedures
• Review Accounts for Discrepancies and Reconcile Differences.
• Analyze Costs, Financial Commitments, and Obligations to Provide Advice
• Develop, Implement and Maintain Recordkeeping and Accounting Systems for State and Foundation Accounts
• Prepare periodic reports that compare budgeted costs to actual costs.

Administrative Support for CAES International Programs :

• Answering Phone and Unit Email
• International Shipping Purchasing Supplies, UGA -branded Gifts
• Scheduling
• Direct Billing and Vendor Set Up
• P-Card Use for Registrations and other Purchases

Percentage of time

Duties / Responsibilities

Website and Communications :

• International Programs Website
• Update website based on detailed requests utilizing web-based software.
• International Programs newsletters and communication
• Collect materials and place into a template to distribute on schedule to an identified audience with support from Office of Marketing & Communications.

Percentage of time

Duties / Responsibilities

Hosting and Logistics :

• Event Planning
• Booking Locations
• Ordering Catering (may include pick up and delivery)
• Distributing Invitations
• Maintaining RSVPs
• Assist with Set Up and Clean Up
• Logistics for Hosting Delegations and other International Visitors
• Hotel Arrangements
• Restaurant Reservations
• Booking Group Transport (Ground and Flight)
• Providing Transportation for Groups using UGA Vehicles
• Onboarding Assistance for International CAES Employees and Scholars
• Assistance with tasks such as social security cards, enrolling children in public schools, campus transportation orientation, grocery store orientation, SIM card assistance, opening bank account, etc.
• Settling in longer-term Sponsored International Scholars
• Campus tours / orientation, bank account set up, SIM cards, initial grocery store trips.

Percentage of time

Duties / Responsibilities

Study Abroad Financial and Enrollment Management : CAES central point of contact for financial management of all CAES faculty-led Study Abroad Programs.

Manage enrollment process for the study abroad programs. Specific tasks within this management role will include :

• Financial Management of CAES Faculty-Led Study Abroad Portfolio
• Develop and submit OGE planning documents, including initial budget (with program director input)
• Attend SABO Open Office Hours for Budget Completion
• Finalize purchasing contracts (with service providers) and submit to procurement
• Budget DSS Funds for each program (14100) in FMS / templates
• Tracking program budget and financial transactions in OGE provided tools
• Accounting and financial closeout for all programs; including faculty compensation
• CAES Faculty-Led Study Abroad Program Brochure and Student Enrollment Management
• Open program application and maintain updated online brochure in StudyAway Portal, including adjusting application deadlines as needed during the recruitment season
• Pull Argos report to review payment of program charges by committed students and follow-up with students that have not paid before CAES deadline
• Collect CAES program and student study abroad enrollment data to summarize participant and program demographics annually

Percentage of time

Duties / Responsibilities

CAES Immigration Management : CAES central point of contact for all CAES international scholars and employee visas and related Visiting Research Scholar Compliance.

Manage all immigration processes from start to finish for the college. Specific tasks within this management role will include :

• Primary point of contact for CAES Departments and faculty planning to hire international faculty and / or host international scholars including J-1 Scholars, J-1 Student Interns, and International Employees (H-1b, J-1, O-1, TN)
• Assist with identifying the correct class of visa for each case
• Interact with UGA Immigration Services when cases are unclear or require special consideration
• Gather all necessary paperwork for immigration / VRS documentation - including passport, biographical information, signed visitor agreement forms, etc.
• Complete VRS Questionnaire if needed
• Complete Immigration Sponsorship Request in Compass if needed
• Assist visitors with arrival information
• Notify Immigration Services if there are any Changes
• Attend all relevant trainings and refreshers offered by UGA Immigration Office and OVPR Visiting Researchers / Scholars units
• Provide assistance as needed to CAES sponsors and / or incoming employees / scholars as they navigate immigration requirements such as :
• Proof of English proficiency
• Proof of Funding
• Health Insurance Requirements
• Provide logistical assistance as needed to incoming employees / scholar, including :
• Orientation opportunities
• Housing Options
• Registering for UGAID , MyID and UGA Card
• Requesting Library Access

Percentage of time

Duties / Responsibilities

Data Collection Support : CAES International Research, Instruction, and Extension Data Coordination and Analysis.

• Annual collection of data from various sources :
• Academic Analytics
• Web of Science
• UGA Immigration Services
• UGA StudyAway
• UGA Travel Registry

Percentage of time