Administrative Associate II

About the Role

The Administrative Associate II provides centralized financial and administrative operations support for the Executive Education unit. This role is responsible for managing transactional business processes including accounts receivable and payable coordination, vendor management, contract processing, faculty compensation coordination, inventory management, and financial documentation related to program delivery.

Key Responsibilities

• Coordinate accounts receivable processes including invoicing, payment tracking, and coordination with the Terry Business Office in Salesforce.
• Support accounts payable processing including vendor payments, expense documentation, and purchase coordination.
• Maintain financial records and documentation related to program delivery expenses and departmental transactions.
• Monitor program revenue and expense documentation in coordination with program delivery staff.
• Support reconciliation activities related to program budgets, delivery expenses, and financial reporting.
• Maintain organized records of financial documentation in accordance with university policies.
• Support preparation and processing of contracts for corporate clients, vendors, instructors, and service providers.
• Coordinate documentation required for contract review and approval with the Terry Business Office and University administration, including Letters of Agreement with UGA faculty and service agreements with external consultants.
• Maintain organized records of agreements and statements of work associated with Executive Education programs.
• Ensure documentation related to contractual obligations and payment terms is accurate and properly recorded.
• Support compliance with university procurement and contracting procedures.
• Coordinate faculty and instructor compensation documentation in collaboration with program delivery and learning solutions staff.
• Prepare and submit required documentation for faculty payment processing in accordance with university policies.
• Coordinate vendor onboarding and payment processes for program delivery services including catering, printing, and facilities.
• Maintain records of vendor services, contracts, and payment documentation.
• Ensure payments are processed accurately and within established timelines.
• Coordinate with program delivery staff to track program-related expenses and financial documentation.
• Assist with financial reconciliation for completed programs including documentation of program expenses and payments.
• Maintain financial tracking documentation that supports program budgeting and reporting.
• Support program delivery teams in ensuring payment status information is available when needed for program execution.
• Manage calendar scheduling and meeting coordination for the Executive Director, including internal meetings and external stakeholder appointments.
• Coordinate meeting logistics including scheduling, confirmations, and preparation of meeting materials as requested.
• Assist with maintaining organized documentation related to leadership meetings and priorities.
• Maintain inventory records for program materials, supplies, and branded items used in Executive Education programs.
• Coordinate ordering and replenishment of operational materials as needed.
• Maintain documentation of inventory levels and usage patterns to support program planning.
• Responsible for other projects as assigned by the Executive Director based on operational priorities, organizational needs, and business trends.

Qualifications

• High school diploma or equivalent and 2 years of related experience.

Knowledge, Skills, Abilities, and Competencies

• Strong financial and administrative coordination skills with high attention to detail.
• Ability to manage multiple financial and administrative processes simultaneously.
• Familiarity with financial documentation, accounts payable/receivable processes, and procurement procedures.
• Ability to work effectively with university administrative offices and internal teams.
• Strong organizational and recordkeeping skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications including Excel, Word, and Outlook.

Work Schedule

Typically, Monday through Friday 8:00 am – 5:00 pm.

Pay

$42,000-$44,300 + commensurate with experience