Administrative Associate
6 hours ago
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team in the Department of Statistics. The successful candidate will provide administrative support to the department faculty, staff, and students, ensuring the smooth operation of our daily activities.
Key Responsibilities- Provide primary departmental contact for events and event coordination, including interfacing with faculty, university staff, students, and vendors.
- Organize correspondence with invited speakers, making travel arrangements and communicating important logistical information.
- Arrange and coordinate travel itineraries for visiting faculty, speakers, and prospective students, working with Franklin Business Services for travel reimbursements.
- Assist in coordinating events such as the Colloquium, Georgia Statistics Day, Bradley Lecture event, Industry Days, UGA/Clemson University Statistics Seminar, Prospective student visitation days, STAT Commencement ceremony, and all other events.
- Perform business-related tasks, including submitting travel and housing payments for events, guest speakers, and departmental travel to FCBO, coordinating with FCBO to submit travel documentation and invoices, and processing monthly invoices for Cintas first aid kit supplies.
- Manage and maintain the STAT General Operating Budget in coordination with FAST and DH.
- Perform building-related tasks, including submitting work orders for repairs and general upkeep of the building, maintaining and organizing storage spaces and systems for the department, and ensuring that building issues are addressed on a daily basis.
- Provide administrative support to the department, including providing information and/or instruction of departmental policies and procedures to faculty, staff, and students, managing and updating the Statistics Master calendar with various meetings, events, and coordinates Zoom meetings, and maintaining all hard copy filing and scanning of digital filled documents.
- Coordinate with records office to maintain departmental records, both in storage and destruction, schedule meeting rooms as required and maintain meeting booking systems, order and keep supplies as needed for office staff and faculty, and mail/shipping tasks, including sort incoming mail and prepare outgoing mail.
- Notify students of Department Colloquia and spearhead the development and execution of visually compelling promotional materials, including posters and flyers to advertise events, courses, or other materials, while adhering to UGA's Visual Style Guide.
- Coordinate final signature on paperwork and awards, and perform newsletter-related duties, including soliciting materials for STAT newsletter and communicating deadlines with faculty and staff as needed, collecting and organizing content to send over to the office of Development Communications, and coordinating with the office of Development Communications to produce a digital newsletter covering the events of each preceding semester.
- Perform website tasks, including departmental website content editor, creating, maintaining, and updating webpages as needed or requested, interfacing with Franklin-Deans OIT support as needed to upgrade or change website, and re-design of departmental webpage when necessary.
- Perform IT tasks, including direct Faculty and Students to FOIT to troubleshoot technology issues, submit reports for errors, and work to resolve any computer issues that arise, assist faculty with submitting IT support and purchase requests, coordinate purchase and organize setup of new computers for departmental needs, assist DSI with toner supplies and printer consumables replacements and provide printing support in the copy room, scan and record hardware for yearly inventory, and spearhead organizing and digitizing Department files in the departmental shared drive.
This is a part-time position, working 20 hours per week. The ideal candidate will have excellent communication and organizational skills, with the ability to work independently and as part of a team. If you are a highly motivated and detail-oriented individual who is passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.
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