Administrative Associate to the School Chair

Position Information

Classification Title Office/Clerical Assistant FLSA Non-Exempt FTE 1.00 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

* Prior administrative experience at UGA or another USG institution preferred
* Working knowledge of UGA and USG policies and procedures, particularly related to purchasing, reimbursements, travel authorizations, invoice processing etc., preferred.

Position Summary

This position reports directly to the School Chair of Electrical and Computer Engineering (ECE)in UGA's College of Engineering and will serve as one of the primary administrative contacts for the School. The Administrative Associate will assist faculty and graduate students with day-to-day operations which include: management of facilities; management of ECE website and social media; copying, printing, sending and receiving mail/shipments, faxing, typing letters and forms; prepare/process purchase orders, check requests, travel requests, expense statements, travel reimbursements, and advise faculty and graduate students on appropriate policies and procedures; and manage calendar and scheduling. This position will also provide backup support to the College of Engineering Dean's Office and assist with special events and projects as needed.

This position will require a Purchase Card to properly execute its duties.

Knowledge, Skills, Abilities and/or Competencies

Excellent organizational, communication (both written and verbal), and customer-service skills; ability to interpret policies and procedures, as well as proofread and edit written material; demonstrated computer competency and knowledge of Word, Excel, Outlook, and PowerPoint; ability to work independently in a fast-paced office environment, multi-task, and remain detail-oriented.

Physical Demands

* Lift and carry up to 50 lbs.
* Repetitive motions and actions
* Long periods of sitting at a computer, standing, and walking between buildings on campus.

Is driving a responsibility of this position? No Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? Yes Is having a P-Card an essential function of this position? Yes Does this position have direct interaction or care of children under the age of 18 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) Yes 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

Support to School Chair:

* Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
* Administrative support with copying, printing, answering phone, sending and receiving mail/shipments, faxing, typing letters and forms, etc., for faculty and graduate students.
* Uses computers for various applications, such as database management or word processing in support of the Chair.
* Manage School Chair Calendar and coordinate interactions between faculty/staff/students and school chair including acquisition of school chair signature, gathering of materials for school chair review and coordinating (and when necessary taking notes in) regular meetings with the School Chair.
* Serves as a single-point-of-contact for all requests for School Chair signatures and approvals.
* Manage calendar for scheduling meetings in the Engineering conference rooms and keeping schedule of faculty.
* Calls faculty meetings, prepares the agenda and maintains all related documents and faculty decisions on behalf of School Chair when needed.
* Assists School Chair in administrative portions of Promotion and Tenure process including putting together faculty dossiers for submission, and notifying faculty members of decisions.

Percentage of time 30 Duties/Responsibilities

School Administrative Lead:

* Faculty Searches: Coordinates all logistics related to interviews, presentations, travel, meals, lodging for all prospective faculty candidates and prepares a detailed interview agenda for each candidate.
* School Academic Advisory Committee: Works with the Chair to coordinate meetings with the School Academic Advisory Committee, attends meetings, takes notes and maintains a record of all decisions.
* Prepares reports and queries' for the school as needed.
* Updates faculty, staff, and students on relevant policy changes as needed.
* Manage special projects as assigned.
* Assist staff, faculty, or students with departmental processes and procedures or use of equipment.
* Interfacing with industry leaders, including coordinating with Industrial Advisory Board and serving as a point of contact for the Board.
* Coordinating with the Office of Development and industry members on opportunities for partnership within the School.
* Development of School Culture
* Graduate student event coordination
* Engaging regularly with Graduate Students and Graduate Coordinator to create cohesiveness between graduate students within the School.
* Supervise ECE student worker.

Percentage of time 25 Duties/Responsibilities

Financial Responsibilities:

* Works with the Chair, faculty and graduate students along with the CENGR Finance Dept. to process timely and accurate payments of all non-salary obligations of the School.
* Process basic financial transactions, including journal vouchers travel requests, travel reimbursements, cash, check, credit cards, or automatic debits. Responsible for P-card management and processing for the School of ECE.
* Prepare/Process purchase orders, check requests, travel requests, expense statements and travel reimbursements and advise faculty and graduate students on appropriate policies and procedures.
* Order, restock, and dispense supplies.
* Utilize relevant accounting software to record, store, and analyze financial information for the School.
* Assist the College of Engineering finance and administrative staff on special projects and assignments as needed.

Percentage of time 20 Duties/Responsibilities

Event Planning in ECE:

* Coordinating with Special Events Manager when applicable on events.
* Planning events of 50 people or fewer for the School of ECE including but not limited to contacting and hiring vendors, reserving spaces, monitoring RSVPs, submitting invoices for payment, and arranging for used spaces to be cleaned in a timely manner.
* Serving as a contact point for events within ECE.

Percentage of time 10 Duties/Responsibilities

Social Media Management for School of ECE:

* Updating, editing, and sharing ECE website pages
* Developing, writing, and disseminating the Faculty Spotlight Series
* Updating and maintaining ECE social media sites including X, Instagram, etc.
* Coordinating content and releasing in a timely manner
* Growing the social media presence of the School of ECE
* Sharing relevant School updates on social media platforms such as Spotlight series, job opportunities, and faculty, student, and staff accomplishments.

Percentage of time 10 Duties/Responsibilities

Other assignments as needed in the College of Engineering School of Electrical and Computer Science.

Percentage of time 5

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 Dr. Fred Beyette Recruitment Contact Email Fred.Beyette@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

* Resume/CV
* Cover Letter
* List of References with Contact Information

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

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.