Administrative Support Professional

Administrative Support Professional

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 - S15741P

Working Title - Administrative Support Professional

Department - Grad Sch-Grad Sch Dean's Off

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 - This is a highly responsible professional position in the Graduate School Dean's Office. The position provides broad administrative and operational support to the Graduate School, with minimal supervision, that includes coordinating meetings and events, managing records, invoices, databases, supplies, inventory, technology systems, and graduate student requests. It also serves as a primary point of contact for graduate students, faculty, parents, visitors, and others, requiring strong communication, professionalism, attention to detail, and the ability to follow established procedures. The ability to remain calm, exercise sound judgment, resolve concerns appropriately, and navigate complex Graduate School processes and systems is critical to the position's success. An experienced individual is essential for this role, particularly because the position regularly handles walk-ins and must confidently and professionally address escalated situations involving education- and career-impacting matters, including the application process, registration, graduation, and funding.

Knowledge, Skills, Abilities and/or Competencies - Ability to communicate effectively with various stakeholders, including staff, students, and visitors. Excellent written and verbal communication skills. Precise attention to detail and ability to follow procedures meticulously. Ability to work effectively with university administrative offices and internal teams. Efficient time management and organizational skills.

Duties/Responsibilities - Visitor Relations & High-Stakes Communication Serve as the primary point of contact for internal and external visitors (phone and in person) Interact with graduate students, faculty, parents, and others in education- and career-impacting situations Apply calm, firm, professional judgment in potentially difficult or volatile situations Demonstrate strong writing, public speaking, communication, and interpersonal skills

Duties/Responsibilities - Executive & Administrative Support Provide administrative support to the Graduate School's Deans' Group and direct reports Graduate Faculty Liaison Schedule and coordinate internal and external meetings using Graduate School conference rooms Manage invoices, records, databases, and event scheduling

Duties/Responsibilities - Inventory & Operational Resource Management Manage supply and equipment requests across all units Ensure compliance with use and official business guidelines Oversee unit-wide inventory and surplus management, including primary oversight of seven storage units Space and Building Coordinator Serve as backup for Genetec and Building Safety and Security Representative (BSSR) Facilitates the maintenance of the Business Continuity Plan (BCP) as part of the BSSR Responsibilities

Duties/Responsibilities - Graduate Student & Conference Support Process poster-printing requests for graduate students presenting at conferences Ensure requests meet Graduate School financial guidelines Coordinate with the Tate Center on the poster-printing process

Duties/Responsibilities - Technology & Systems Management Oversee the Teams system and coordinate with UGA Phone Services Use Microsoft Office, Outlook, Teams, and other USG systems Learn and manage Graduate School–specific systems, such as Slate

Position Information

Classification Title - Administrative Assistant II

FLSA - Non-Exempt

FTE - 1.00

Minimum Qualifications - High school diploma or equivalent and 2 years of related experience

Preferred Qualifications - 2-3 years of experience at UGA in academic and/or administrative units preferred. 2-3 years of experience in UGA-related software/systems preferred.

Physical Demands - Sitting for long periods of time, computer work.

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? - No

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? - No

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.

Contact Information

Recruitment Contact

Contact Details - For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name - Robin Bingham

Recruitment Contact Email - View email address on click.appcast.io

Recruitment Contact Phone

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents