Administrative Associate II

Administrative Associate II

This position provides primary administrative support to Family and Consumer Sciences (FACS) Extension Faculty and serves as the central point of contact for faculty and staff in the Hoke Smith Annex. Responsibilities include managing financial transactions, coordinating travel, coordinating events such as workshops and conferences, and supporting special projects through media design and resource management. This role also oversees office operations, including supply inventory, website and listserv maintenance, and scheduling shared spaces. Additionally, this position facilitates communication and service requests while collaborating on facility upkeep. Strong customer service skills and professionalism are essential due to frequent interaction with faculty, staff, students, and Extension personnel.

Knowledge, Skills, Abilities and/or Competencies - Familiarity and/or the ability to quickly learn UGA Financial Management System, View email address on click.appcast.io, UGAMart, GAIL, web software (Expression Engine), and Microsoft Windows-based applications such as Word, Excel, and Outlook, Adobe Acrobat Professional, Adobe InDesign, Adobe Illustrator, Canva, etc. Ability to work in an open work environment with interruptions and high activity. Ability to remember, organize, and consistently focus on a large amount of detail. Demonstrated ability to coordinate and manage multiple competing priorities in an organized and efficient manner to meet deadlines. Demonstrated initiative to help others, including guests and other office staff, as needed. Commitment to teamwork and a collaborative culture.

Duties/Responsibilities - Serve as administrative support for the FACS Extension Specialists: Process payment requests, purchase orders, and travel reimbursements through the University of Georgia Financial Management System. Facilitate travel authorities and travel expense statements. Coordinate logistics for statewide workshops, conferences, and training events, including preparing meeting packets, agendas and coordinating activities, for FACS specialists. Design and produce a variety of media, including exhibits, educational and training materials, visual aids, and publications. Manage a library of teaching supplies and Extension exhibits for distribution to county Extension offices. Assist with the dissemination and distribution of educational materials to Extension Agents. Facilitate requests for specialist assistance from county Extension personnel. Ensure timely and professional responses to phone and email inquiries from internal and external stakeholders. Maintain and update various FACS Extension websites and listservs. Organize, facilitate, and record minutes for various meetings, as needed. Schedule the Hoke Smith Annex Conference Room. Event planning.

Duties/Responsibilities - Serves as the point of contact for Hoke Smith Annex: Collaborate with the facilities manager to monitor and support the condition and maintenance of the second floor of Hoke Smith Annex. Maintain office equipment, supply inventory, and place orders.

Duties/Responsibilities - Other duties as assigned.