Administrative Assistant for AVP/Directors

Department

website Posting Type External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full / Part time Full Time Work Schedule Additional Schedule Information Monday-Friday from 8 : am 5 : pm, On a rare occasion, working outside of these hours may be needed to meet project deadlines.

Advertised Salary $,-$, Commensurate with Experience Posting Date / / 4 Open until filled Yes Closing Date Proposed Starting Date / / 4 Special Instructions to Applicants 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 (hrweb@).

USG Core Values Statement The University System of Georgia is comprised of our 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..1.2 and can be found online at policymanual / section8 / C / #p8.2. personnel conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at policymanual / section6 / C3 .

Position Information Classification Title Office / Clerical Assistant FLSA Non-Exempt FTE 1. Minimum Qualifications Requires are least a high school diploma or equivalent.

Please contact your Human Resources office for an evaluation of education / experience in lieu of the required minimum qualifications.

Preferred Qualifications Education in and / or experience providing support for project management especially related to construction and / or renovation projects.

Position Summary This position works under very limited supervision and is responsible for scheduling meetings, clerical / administrative support, office operational tasks, and preparing presentations.

Work involves maintaining confidentiality of information and use of discretion effectively. The individual will provide various professional administrative support for the Office of University Architects (OUA) Associate Vice President, OUA Directors, and the Assistant Vice President for F&A / Director of Space Planning and Management.

Knowledge, Skills, Abilities and / or Competencies

• Professional experience in an office setting.
• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.
• Proven ability to communicate professionally and effectively across multiple platforms, including emails, memos, letters, and presentations.
• Excellent organizational abilities and be able to work effectively in a fast-paced environment.
• Proven ability to multi-task and manage multiple deadlines.
• Ability to provide solutions.
• Highly proficient in Microsoft Office Suite, which includes Word, Excel, PowerPoint and Outlook.
• Skills in managing multi-calendar scheduling using available scheduling applications / tools.
• Collaboration skills.
• Professional and welcoming demeanor.
• Excellent customer service and hospitality skills.
• Ability to make sound decisions regarding deadlines.
• Ability to handle confidential material.
• Ability to thoroughly learn and operate new database systems.
• Organize and establish priorities.

Physical Demands

• Work at a desk for long periods of time.
• Lift at least lbs.
• Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes Is this a Position of Trust? No Does this position have operation, access, or control of financial resources?

No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of or direct patient care?

No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No 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 Administrative Duties :

• Distributes mail daily.
• Organizes supply room and ensuring supply levels are appropriate for office needs.
• Submits requests each month to order needed office supplies, personal equipment and special requests from OUA staff.
• Manages all state vehicles, which includes key checkout, fuel, washes, maintenance / repairs / recalls and fleet rentals.
• Submits Copier / printer orders and service requests.
• Assists with property control maintenance for all staff and annual inventory as requested.
• Completes tasks related to records management, retention and destruction.
• Tracks conferences attended by OUA staff & share with AVP for presentation sharing.
• Assists with requisition submission as requested.
• Acts as the Building Safety & Security Representative and AED Management Representative.
• Acts as the departmental contact for EITS, Telephone Services, Printing Services, Parking Services, etc.
• Prepares OUA packages for shipping via UPS or FedEx Shipping.
• Communicates the OUA Policy & Procedure Manual Updates and Listserv announcements.
• Maintains list of DP passes and state vehicle permits for annual order from Parking Services.
• Maintains a stock of guest parking passes and notify Business Operations Professional when stock is low.
• Provides coverage for the front desk during office hours in the absence of the Administrative Assistant for Project Management.
• Other duties as assigned.

Percentage of time Duties / Responsibilities Administrative Support for AVP, Sr. Director and Directors :

• Schedules and manages calendars.
• Develops, prepares, edits presentations, reports, and written communication as requested.
• Completes travel authorizations and expense reimbursements.

Percentage of time Duties / Responsibilities Electronic Support :

• Manages the OUA Listserv.
• Manages the electronic door access system.
• Submits FMD and F&A IT office work requests (for office maintenance, updates, repairs, computer issues, telephone moves, etc.)
• Makes updates and changes to the OUA webpage.
• Assists with conference room IT / AV setup for scheduled meetings.

Percentage of time Duties / Responsibilities Office Scheduling :

• Assists with Bluebeam review scheduling.
• Tracks and schedules off-site visits / staff meetings.
• Schedules and communicates Meet & Greet events.
• Assists Administrative Assistant for Project Management with meal and event related tasks.

Percentage of time

Contact Information

Recruitment Contact Contact Details For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Evie Trimble Recruitment Contact Email evie@ Recruitment Contact Phone