Administrative Assistant

About the role

The Administrative Assistant plays a vital role in managing the academic and administrative functions of the Department of Germanic & Slavic Studies. This multifaceted position supports undergraduate and graduate academic operations, faculty and department leadership, and overall office administration. The role includes instructional staff support, student services, office management, communications, and acting as a liaison across university systems and departments.

Responsibilities

• Instructional Support:

  • Serve as Section Control Officer: load course offerings, assign classrooms, process section changes, and support registration overrides in Banner.
  • Maintain enrollment data.
  • Affiliate with CAPA submissions for new course numbers.

• Office and Department Operations:

  • Maintain and update websites, social media, bulletin boards, departmental directories, listservs.
  • Oversee supply inventory and purchasing via UGAMart; liaise with Franklin Business Services Office and Franklin Business Services Center.
  • Maintain the appearance of shared spaces (e.g., conference room, mailroom, breakroom).
  • Submit and track work orders through FMD and Franklin IT.
  • Serve as contact for day-to-day operations: greet visitors, answer phones, manage mail, and handle local/international shipping.
  • Maintain and distribute office keys; manage copier access and troubleshoot as Copier Delegate.

• Undergraduate Program Support:

  • Maintain undergraduate listservs and provide administrative support for events, including room reservations and catering.
  • Affiliate with undergraduate reimbursements and general academic services.

• Graduate Program Support:

  • Affiliate with graduate admissions processes (e.g., GradSlate), GTA appointment letters, tuition waivers, and compliance monitoring.
  • Clear advising holds, process course overrides, and enter graduate student research hours each semester.
  • Support graduate student travel funding, reimbursements, recruitment events, and orientation/graduation dinners.
  • Communicate with prospective and incoming students about funding, housing, and health insurance.
  • Maintain graduate listservs and request IT assistance for graduate student resources.

• Department Head Support:

  • Provide executive-level administrative support to the Department Head of Germanic & Slavic Studies.
  • Manage schedules, communications, and deadline tracking.
  • Maintain confidentiality while handling sensitive matters and correspondence.
  • Anticipate and coordinate administrative needs, stay abreast of departmental issues, and offer insight and solutions.
  • Support faculty and staff hiring: coordinate Zoom and campus interviews, and assist with Letters of Agreement for part-time hires.

Qualifications

• Education: High school diploma or equivalent.

• Experience: Preferred.

Skills

• Excellent verbal and written communication.
• Proven ability to prioritize tasks and manage multiple projects under tight deadlines.
• Proficiency in Microsoft Excel (including pivot tables/charts), Banner, GradSlate, UGAMart, CAPA, and other digital tools.
• Demonstrated diplomacy, discretion, and conflict resolution in a diverse academic setting.
• Strong analytical skills, ability to work independently, and take initiative.
• Quick to learn complex procedures and systems required for reporting and data management.

Physical Demands

• Walk up and down stairs frequently.
• Sit, stand, walk, bend, stoop, push, pull; spend long periods of time at a computer.

Additional Physical Demands

• None

Contact Information

Recruitment Contact: Brigitte Rossbacher
Email: rossbach@uga.edu
Phone: [Not provided]