Executive Assistant, Senior, EVC/CAO Academic Affairs

About Us

The University System of Georgia (USG) is comprised of 25 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

Location

Trinity Washington - 270 Washington Street SW, Atlanta, GA 30334

Job Summary

This position at the University System Office (USO), Academic Affairs division, requires an exceptional level of trust, discretion, and capability managing complex activities in a fast-paced environment. Reporting to the Executive Vice Chancellor and Chief Academic Officer (EVC/CAO), the Executive Assistant, Sr., will provide high-level administrative support and will serve as the confidential assistant to the EVC/CAO on a wide variety of tasks.


Responsibilities

• Manage the EVC/CAO calendar, scheduling appointments, meetings, correspondence, travel arrangements/reimbursements and documentation.
• Collaborate with other Academic Affairs division staff as directed by the EVC/CAO.
• Provide back-up assistance, as needed, to senior staff members outside of Academic Affairs.
• Provide assistance with the Board of Regents Committee on Academic Affairs monthly board agenda, which includes posting the agenda and reporting committee minutes.
• Maintain the Vice President for Academic Affairs Listserv (VPAA-L) which includes making updates and recommendations.
• Assist the EVC/CAO with fiscal/budget administration including submitting payment requests, purchase orders, etc. for the Academic Affairs division, and liaising with the budget office.
• Work in a fast-paced environment to support activities/groups initiated by the EVC/CAO.
• Perform additional duties as assigned by the EVC/CAO.
• Monitor, track, and manage budget for EVC/CAO unit(s) and advise the EVC/CAO on all budget matters.
• Serve as the primary point of contact between the USO budget office and EVC/CAO office.
• Serve as the primary point of contact between the academic affairs office, institutions, and external stakeholders.
• Coordinate meetings convened by EVC/CAO including, but not limited to, USG provosts, enrollment heads, student-affairs heads, and the faculty council.
• Anticipate needs before they arise, multi-tasking in a high-pressure, fast-paced environment.
• Handle sensitive matters with confidentiality and sound judgment.
• Manage and coordinate complex calendars, prioritize meetings, and resolve scheduling issues.
• Exercise independent judgment to resolve immediate operational friction points, determining when to act autonomously and when to escalate to the EVC/CAO.
• Some travel may be required.

Required Qualifications

• Bachelor's degree required.
• At least 5 years of work experience, of which at least 2 years should be in a role that provides executive assistance to senior leaders.

Knowledge, Skills, & Abilities

• Experience in managing budgets.
• Experience arranging and planning in-person and online meetings and events.
• Demonstrated history of handling highly sensitive data, personnel issues, and confidential legal/educational records with strict discretion.
• Experience delivering results in a fast-paced environment.
• Exceptional organizational and project-management skills.
• Strong oral and written communication skills.
• Strong team orientation and a willingness and ability to learn.
• Experience with finance, human resources, and other organizational functions.
• Experience with enterprise software such as PeopleSoft, used for human resources, financial management, and other enterprise functions.
• Experience with higher education, especially within Georgia.

USG Core Values

The University System of Georgia is comprised of our 25 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 on-line at .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .

Conditions of Employment

Offers of employment are subject to federal and state laws, as well as the statutes, rules, and regulations of this institution, and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG). These Bylaws and Policies are available for inspection upon request.

Equal Employment Opportunity

The University System Office is an equal employment, equal access, and equal opportunity employer. It is the policy of the University System Office to recruit, hire, train, and promote persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).

For questions or more detailed information regarding this policy please contact the University System Office Human Resources at View phone number on click.appcast.io. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.

Other Information

• The work consists of related administrative and management duties. Managing complex and frequently changing calendar contributes to the complexity of the position.
• The purpose of this position is to provide administrative and management support for the work of the Executive Vice Chancellor and Chief Academic Officer. Success in this position contributes to the efficient and effective management of office workflow.
• Contacts are typically with University System employees, representatives of system institutions, students and parents, business and community leaders, and members of the general public.
• Contacts are typically to give or exchange information, to resolve problems, to motivate persons, or to provide services.
• The work is typically performed while sitting at a desk or table.
• The work is typically performed in an office.

Background Check

Offers of employment are subject to a background investigation, including criminal records history, to determine eligibility for employment. Additionally, credentials and employment history stated in your application materials are also subject to verification.

For certain positions, a satisfactory credit check, MVR, or other relevant investigations may also be conducted. The University System Office holds the sole discretion in assessing eligibility for employment.