Administrative Assistant

About the role

The Administrative Assistant will provide support to the Dean’s office as the main point of contact. Tasks include welcoming visitors, answering phones, updating websites, completing travel reimbursements, and other administrative tasks. This position will also support the college award committee.

Responsibilities

• Serve as first point of contact in Dean’s office for guests, greeting, assisting, redirecting as necessary to ensure needs of guests are met.
• Ensure Dean’s Office coverage on a daily basis.
• Attend to mail distribution, answer incoming phone calls for college’s main line and serve as a backup for other office phones.
• Update various college webpages at the direction of the supervisor.
• Provide additional support on tasks as needed and directed by the Executive Administrator.
• Maintain inventory, order office supplies and printing as needed for the Dean’s suite.
• Serve as contact for copier used college-wide, order supplies, assist with issues etc.
• Obtain quotes, and process purchases for Dean giveaways.
• Maintain and communicate inventory.
• Provide administrative support on special projects for Assistant and Associate Deans and at the direction of the Executive Assistant to the Dean.
• Assist with scheduling for all deans supported within the office.
• Duties/Responsibilities Coordinate travel arrangements, reservations, conference registration, TA creation, travel expense reimbursement for Dean’s Office.
• Prepare event pre-approval forms.
• Duties/Responsibilities Coordinate all tasks for the College Faculty/Staff Awards process: updating webpage with current information; receiving and organizing nominations; managing award nomination in eLC; communicating with various committees who are reviewing/selecting recipients; communication with nominees and award recipients; processing monetary award request paperwork.

Requirements

• High school diploma or equivalent.
• Preferred Summary Preferred Qualifications.

Qualifications

• Knowledge, Skills, Abilities And/or Competencies:
• Ability to work in an open environment with frequent interruptions and high activity.
• Working knowledge of Microsoft windows applications including Word, Excel, Outlook and PowerPoint.
• Familiarity with and/or ability to learn UGAMart, FAME, OneSource Financial Management System, Web Software (e.g. Expression Engine).
• Collaborative style combined with ability and desire to work in a team-based environment.
• Professional appearance, attitude and demeanor.
• Strong communication and interpersonal skills are essential.
• Ability to work well with a variety of internal and external populations.
• Proactive approach to completing tasks.
• Demonstrate excellent customer service skills.

Physical Demands

• Sitting for long periods at the computer.
• Light lifting up to 15 lbs.

Position Information

• Classification Title: Administrative Assistant I.
• FLSA: Non-Exempt.
• FTE: 1.00.
• Minimum Qualifications: High school diploma or equivalent.
• Preferred Summary Preferred Qualifications.

Special Instructions to Applicants

• Additional information about the credit check criteria can be found on the UGA Credit Background Check website.
• 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.

Contact Information

• Recruitment Contact Name: Catie Floyd.
• Recruitment Contact Email: Catherine.Floyd@uga.edu.
• Recruitment Contact Phone: [Not provided]