Posting Details
Posting Details
Posting Number S10618P
Working Title ADMINISTRATIVE ASSOCIATE II
Department Terry-Insur, Legal, Real Est
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
College/Unit/Department website
Posting Type External
Retirement Plan TRS
Employment Type Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Additional Schedule Information
Monday through Friday 8:00 am – 5:00 pm
Advertised Salary $42,000 to $44,300 +Commensurate with Experience
Posting Date 06/23/2023
Open until filled Yes
Closing Date
Proposed Starting Date 08/01/2023
Special Instructions to Applicants
Location of Vacancy Athens Area
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
Position Information
Classification Title Office/Clerical Assistant
FLSA Non-Exempt
FTE 1.00
Minimum Qualifications
Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary
The Administrative Associate II in the Department of Insurance, Legal Studies & Real Estate performs the following critical functions: personnel activity; handling all purchases, payments and receipts for the department; handling equipment inventory and other record keeping; and special project support for the Department Head. Performs administrative and support duties with wide latitude for exercising discretion and judgment. Serves as the office manager and as the supervisor for the student workers in the Department. Provides significant support and coordination of several important conferences and workshops held by the Department each year. Frequently interprets written policies and procedures and explains those to the Department’s faculty, staff, students, and Department Head. Frequently deals with issues of a highly confidential nature and will be able to use discretion effectively. Periodically acts on behalf of the Department Head with necessary and appropriate consultation.
Knowledge, Skills, Abilities and/or Competencies
Strong working knowledge of Excel and Word programs
• Ability to meet deadlines
• Ability to learn and work in various electronic accounting and record keeping systems used by the University
• Ability to manage the workflow in the office and distribute activities effectively to the department’s admin assistant and student workers
Physical Demands
Working in a normal office environment.
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? 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.
Duties/Responsibilities
Duties/Responsibilities
All financial duties including handling all purchases, payments, and receipts for the department; handling equipment inventory and other record keeping.
• Processing payments and various check request and payment systems that are used by the University. With three areas in our department, we have a large number of University, UGA Foundation accounts that will be monitored and utilized for support of the various programs in the department.
• Prepares travel authorization requests and travel expense statements. Prepares expense reports and payment requests for bills and reimbursement.
• Prepares and initiates UGA Foundation reimbursements, following proper UGA Foundation- approved practices and procedures.
• Process electronic purchase orders in UGAmart. Review and close purchase orders as orders are received and paid.
• Assists Terry College Business Office Team Lead in maintaining departmental budgets and accounts.
• Processing the extensive number of scholarships/letters that are awarded by the RMI and Real Estate programs each semester.
• Monitoring and overseeing the purchasing of supplies for use by faculty and staff.
• Handles equipment inventory and other record keeping including tracking equipment; serving as phone representative; maintaining all other departmental business records.
Percentage of time 35 Duties/Responsibilities
Personnel Activity
• Oversees workflow in the office.
• Handles hiring, oversight and management of our student workers.
• Assists with appointment/hiring process for faculty/staff.
• Handles all personnel related paperwork for faculty, staff, and student workers in the and Tenure Dossier preparation, if needed.
Percentage of time 20 Duties/Responsibilities
Meetings/Conference and study abroad program support, to include but not limited to:
• AIMS Conference: handles event coordination, registration, financial aspects, acquiring continuing Education Licensing, uploading CE credits for AIMS participants.
• RMI Advisory Board (and Young RMI Dawgs Advisory Board): Assists Department Head with communications, preparation of meeting materials, reservations, catering, etc. related to board meetings.
• RMI Ph.D. Symposium: handles conference arrangements, registration, expense payments to selected Ph.D. students.
• RMI Careers Day: handles financial aspects, oversight and preparation of materials for the event.
• RMI Study Abroad Program Support: assists RMI faculty leader and Terry Study Abroad staff with Study Away Programs, including assistance with coordination student interviews.
Percentage of time 20 Duties/Responsibilities
Special project/general secretarial support for department head, such as Qualtrics, room reservations, parking passes, maintain and update alumni databases (RMI and RE), etc. Provide main office support and back up as needed.
Percentage of time 20 Duties/Responsibilities
Other miscellaneous duties as needed.
• Other duties as assigned by the department head.
Percentage of time 5
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 Jim Carson
Recruitment Contact Email jcarson@uga.edu
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this vacant position? (UGA Jobs -UGA’s Job Board, LinkedIn, Indeed.com, Inside HigherEdJobs, UGA Staff Listserv, Terry College Listserv, a current UGA Employee, other – please provide resource) (Open Ended Question)
Applicant Documents Required Documents
- Cover Letter
- Resume/CV
- List of References with Contact Information
Optional Documents