Administrative Associate II

Administrative Associate II

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Posting Number - S15593P

Working Title - Administrative Associate II

Department - FACS-Child & Family Devel Ctr

About the University of Georgia - Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university. The proof is in our more than 240 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 established School of Medicine.

Position Summary - As an employee of the Child Development Lab at the McPhaul Center, you are expected to demonstrate a high level of professionalism in the workplace. Professionalism encompasses a commitment to excellence, honesty, integrity, respect for others, dedication and responsibility. Overall, professionalism is both an attitude and a lifestyle for the workplace, from the way we answer the phone to the way we build relationships with children, parents, students, and co-workers. It is a set of standards and values we uphold everyday and it is demonstrated in the way we work, the care we give and the contributions we make to society through the quality care for children. It is the foundation upon which we establish dependability and communicate competence within our work environments. This position involves the coordination and implementation of administrative services. Job responsibilities include but are not limited to processing hiring proposals and working within UGAJobs, assisting with financial and accounting paperwork and regular bills, bookkeeping/budgeting, typing/copying, and assisting in maintaining current and accurate files on students and personnel at the Child Development Lab. This position requires attendance at monthly staff meetings and assistance to faculty in the Houses in the event that their administrative assistants are not available or if someone needs assistance.

Knowledge, Skills, Abilities and/or Competencies - Personal Qualities compatible with Job Expectations Demonstrates an understanding of essential functions of the position in order to successfully complete duties Utilizes other resources effectively to gain knowledge needed for the position Uses sound reasoning to make decisions and/or acquire necessary information for making decisions Takes initiative and completes tasks as needed Eager to learn and explore new methods to accomplish tasks Ability to work under changed or new situations or working conditions Exhibits problem-solving and decision making skills while working independently or as part of a team Attendance and Punctuality: Notifies appropriate parties when employee is going to be late or absent Adequate attendance and punctuality Uses annual and sick leave in accordance with University policy Dependability: Degree to which the employee can be relied upon to follow instructions and complete assigned tasks Carries out job responsibilities with independence and efficiency Professional Growth and Development: Evaluates own professional strengths and weaknesses and develops goals based on identified needs Professional Ethics: Respects the confidentiality of all children, families, and staff members Interpersonal Relationships : Interactions with Co-Workers, Students, Supervisors, and Parents Works cooperatively with co-workers Able to provide and accept constructive feedback and utilize it to improve functioning Provides orientation, guidance, and feedback to interns and students. Works collaboratively with other professionals (staff, professors, supervisors, etc.) Shares materials and ideas with other staff members Respects and values co-workers by developing camaraderie and avoiding negative criticism Exhibits cooperativeness, tact, and courtesy when interacting with others

Physical Demands - Ability to sit at computer for long periods, lift up to 40 lbs and climb stairs. The position also controls locked front doors and would need to be up and down throughout the day.

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? - 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 18 or direct patient care? - Yes

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 - Center Operations Greet and assist visitors, students, parents and UGA personnel in a professional manner Be available to answer parents, CDL staff, and students' questions or guide them to individuals who can best assist Email applications and prospective parent handbooks to individuals requesting information regarding registration Verify attendance within each classroom and enter times into ProCare as needed Keep adequate amount of office supplies on hand and keep a list of materials needed to re-order Assist with processing of orders Assist all staff members with administrative tasks as needed Submit work orders for building maintenance (leaks, drains, etc.) Distribute mail in a timely manner Maintain a clean and healthy work environment Maintain strict confidentiality standards regarding staff of the Child Development Lab and other UGA personnel Emergency Situations When fire/weather drills or actual emergency situations arise, follow the set protocol for each situation Assist in classrooms in emergency situations Always take the children's files when emergency situations arise Duties/Responsibilities - Financial Operations for Child Development Lab at the McPhaul Center, and additional Foundation accounts and/or grants Review monthly deposits and transactions in UGA financials Reconcile UGA financials with CDL records monthly Provide monthly report to CDL Director of CDL finances Participate in monthly meetings between CDL Director and HDFS Finance Assess application fees in ProCare on date application received Assess annual supply fees in ProCare during enrollment period for new programming year Accounts Payable Process all check requests in a timely manner with attention to detail Process reimbursement paperwork and/or requests with attention to detail Process all purchase orders with attention to detail Assist with preparation of requests for conference attendance, travel forms, travel reimbursement forms File all information promptly in the appropriate files and binders Accounts Receivable Process all checks by stamping and making copies Process check, cash and credit card payments through TouchNet Create and issue receipt for any cash payments received Transport check and cash deposits to Business Office Provide electronic receipts to families as requested Assist parents with cumulative childcare expense information for tax purposes at end of year Review payroll deduction reports as provided and notify Payroll of changes needed Process all payroll deduction requests and adjust during programming year as needed or requested by families Duties/Responsibilities - Center Personnel and Student Management Work within UGAJobs to create job postings, view and review applications, initiate hiring proposals, and follow up on hiring proposal process Oversee Andover Access and maintain accurate records Maintain ProCare by entering in applications and dates received Enter information into CAPS Maximus system on a regular basis for children in programming who are part of the CAPS program Duties/Responsibilities - Maintains Current and Accurate Records on Students Assist in maintaining children's files, making sure all forms are completed when turned in Maintain children's emergency contact information files Maintain children's immunization files and send notices to parents regarding expired immunizations Maintain current and accurate records on employees Maintain confidentiality standards with regards to all family and child information Provide kitchen with list of children's food allergies and update as needed Duties/Responsibilities - Planning and Organization Organize work and utilize time and resources effectively to accomplish the tasks assigned

Percentage of time - 45

Duties/Responsibilities - Financial Operations for Child Development Lab at the McPhaul Center, and additional Foundation accounts and/or grants

Percentage of time - 25

Duties/Responsibilities - Center Personnel and Student Management

Percentage of time - 15

Duties/Responsibilities - Maintains Current and Accurate Records on Students

Percentage of time - 10

Duties/Responsibilities - Planning and Organization

Percentage of time - 5

Contact Information

Recruitment Contact

Contact Details - For