Administrative Associate II

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.

Monday - Friday, 8:00 am - 5:00 pm

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).

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.

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.

This position involves a high level of confidentiality in the performance of job duties which include but is not limited to maintaining an extensive file system for the Office of the President; processing incoming/outgoing mail, ordering office supplies, stationery, and break room supplies; providing back-up support for front-line telephone service for the office as well as working with student workers in the execution of these duties; serving as the departmental telephone services representative, serving as the Asset Management Officer for the President's Office and the Wray Nicholson House, providing support and event coordination for the Administration Building and Peabody Board Room, serving as building liaison for maintenance issues/submitting work orders, communicating all building-wide announcements via email, serving as liaison with the Georgia Museum of Art regarding displays in the Administration Building, and participating in office meetings and staff development opportunities for the Office of the President.

This individual is expected to work effectively with other individuals (co-workers, supervisor, students, faculty, staff, and other constituents) in the performance of job duties and demonstrate consistent cooperation, courtesy, professionalism, and tact in the handling of job responsibilities.

File and copy; work at a desk for long periods of time; transport and set up food, displays, and materials for events; perform occasional lifting of file boxes for archiving.

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.

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.

Coordinate the Office of the President's extensive file system for three fiscal years. Duties include the coding and filing of approximately 15,000 - 20,000 documents per year in an organized manner so that routine and sensitive documents can be recovered in a timely manner, including responses to Open Records requests. This task includes the filing and retrieval of documents; creation of files when necessary; purging of files; and transfer of files to Archives at year-end; maintenance of computerized files list; recording of documents into database; and all other administrative tasks associated with document management for the President's Office.

Provide general office support to ensure smooth daily operations. Duties include processing incoming and outgoing mail; checking office supply inventory and ordering all office supplies and stationery; providing back-up support for front-line telephone service for the office, including fielding calls and taking messages for President's Office staff. Work with student workers in the execution of these duties. Further duties include processing Administration Building work order submissions; event coordination/support for the Peabody Board Room, including scheduling and helping with AV equipment; serving as departmental telephone representative; ordering break room and other supplies; and providing back-up administrative support for the Deputy Chief of Staff, and Assistant to the President and University Spokesperson.

Serve as the Administration Building Liaison to Facilities Maintenance Division ( FMD) for maintenance issues in the building and with GMOA artwork displays in the building. Report building maintenance concerns to FMD via work orders; email the building staff regarding matters of building-wide concern; coordinate the scheduling of repairs/maintenance with the appropriate administrative staff if the maintenance may conflict with the President's and/or the Provost's schedules; secure UGAPD to give FMD access to the building outside of regular office hours; coordinate GMOA paintings to be moved and changed in the building when staff offices move or artwork changes are requested. Attend staff meetings; one-on-one meetings; staff development events; training opportunities; and other office-wide activities.

Asset Management - Serve as Inventory Control Officer for the President's Office and Wray Nicholson House - duties include conducting the annual inventory of the Office of the President and Wray Nicholson House; reporting any changes or corrections on the Inventory Master Copy and submitting to Property Control; working with Property Control to process items to be surplused, transferred, or authorized for off-campus use.