Administrative Associate II

Position Summary The Administrative Associate II is the departmental administrative lead and plays a pivotal role in providing essential support to the Department Head, faculty, and staff of the Department of Insurance, Legal Studies, and Real Estate. This position serves as a primary point of contact for the department: interacting with university administration, alumni, donors, faculty, students, and the broader business community. The Administrative Associate II coordinates faculty functions and schedules related to recruitment, orientation, contracts, merit review, promotion and tenure processes, and financial matters. The role reports directly to the Department Head and requires significant discretion and independent judgment in managing office operations, supervising student employees, and interpreting and applying University policies and procedures. Minimum Qualifications High school diploma or equivalent and 2 years of related experience Knowledge, Skills, Abilities and/or Competencies Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and key UGA systems (OneSource, UGAMart, etc.) Strong interpersonal, written, and verbal communication skills for effective interaction with diverse stakeholders Excellent organization, attention to detail, and problem‑solving ability Ability to prioritize multiple tasks, manage time effectively, and work independently with minimal supervision Professional demeanor and discretion in handling sensitive and confidential information Physical capacity to lift up to 20 pounds and perform various office‑related tasks (walking, bending, standing) Physical Demands Working in a normal office environment. Duties/Responsibilities Comprehensive Administrative & Faculty Support - This section encompasses all general administrative duties, direct support for faculty needs, and the management of daily office operations. Front Desk & Communications Management Serve as the main point of contact for the department via phone, email, and in‑person visits Respond to inquiries from faculty, students, staff, and the public regarding general information, course details, directions, departmental and campus procedures, and other requests Act as the department’s telephone representative for phone updates and installation Manage and maintain departmental listservs for effective communication Faculty & Academic Program Support Provide general administrative support to the Department Head and all department faculty Assist with advertising new faculty positions on appropriate forums and outlets Assist with onboarding for faculty/staff Assist with coordination of various faculty functions, schedules, and room reservations Support internship coordinators for RMIN and REAL Obtain student resumes in Qualtrics and provide to RMIN student office workers for inclusion in the RMIN Resume Book Coordinate large mailings for RMIN Resume Book (request cost estimate for large mailing, maintain database, print labels, coordinate with campus mail for over 1,000 letters and inserts) Submit website updates, as requested by ILSRE faculty/staff Collect No-Cost and Low-Cost course information from faculty Collect faculty syllabi for Department Head review and posting in the UGA Bulletin Oversee and manage the textbook ordering and book requests for RMIN, LEGL, and REAL Exams Coordinate exam processing for faculty and courses utilizing the Scantron system, including preparation of materials and timely processing of results Receive requests from faculty for exam‑day help and coordinate/manage student workers to be present during large‑class exams with faculty Assist Department Head with collection of annual review materials preparation of faculty annual review material, including updating teaching tables preparation and submission of promotion and tenure dossiers Office Operations & Resource Management Manage overall office workflow Organize and maintain departmental files, including ILSRE faculty/staff database Handle hiring, oversight, training, and management of student office workers Order and maintain inventory of office supplies, business cards, letterhead, plaques, name plates, ILSRE merchandise and other printed/branded materials Manage departmental equipment inventory and maintain accurate records Maintain key inventory for departmental offices and space Organize the destruction of old exams and other class materials each semester, adhering to University policies Onboarding & Guest Support Assist faculty as needed with arrangements for guest speakers and other official visitors to campus (including hotel reservations, parking passes, travel information, etc.) Support and assist new faculty and PhD students with the onboarding process (including computer and office setup, forms and paperwork for international faculty for immigration and green card status, etc.) Support engagement efforts with prospective students and recruiters Event Planning & Logistics Assist ILSRE staff, faculty, student office workers, and Department Head with comprehensive event planning and execution (e.g., annual RMI Fall AIMS Conference, spring banquet, PhD symposium, career fairs, study abroad program support, advisory board meetings, new majors celebration, real estate symposium, faculty retreats and meetings) Assist faculty/staff with various program specific events Support PhD recruitment and scheduling of workshops and brown bags Work with student society leadership and faculty advisors to assist with society events Financial Support Prepare all departmental financial transactions, including processing purchases, payments, and receipts through various University and UGA Foundation systems Prepare and process travel authorizations, expense statements, and reimbursement requests Initiate and manage electronic purchase orders in UGAmart, ensuring timely receipt and payment processing Assist the Terry College Business Office Team Lead in maintaining and monitoring departmental budgets and accounts Other Duties as Assigned Perform other miscellaneous duties as assigned by the ILSRE Department Head Attend trainings to stay up to date with UGA policies and procedures Benefits Eligibility Benefits Eligible EEO Policy Statement 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 (View email address on click.appcast.io). #J-18808-Ljbffr