Administrative Associate II

About the role

The Administrative Associate II position provides essential day-to-day administrative and operational support for the Clinical and Administrative Pharmacy (CAP) Department. The incumbent serves as the primary point of contact for the department, manages procurement and inventory, and provides dedicated administrative support to the Department Head, including calendar and travel coordination.

Responsibilities

• Executive & Departmental Support: Provide dedicated support to the Department Head, including complex calendar management, correspondence, and travel coordination. Serve as the departmental 'Front Office' lead, answering phones and assisting faculty, students, and visitors. Execute travel authorizations, expense reimbursements, and payment requests via University systems. Coordinate departmental meetings and special events across multiple campuses, managing logistics and mail distribution.
• Procurement & Asset Management: Serve as the primary P-Card holder for CAP, executing purchases in compliance with state and university regulations. Act as the Assistant Inventory Control Officer (AICO), conducting annual inventory and coordinating equipment assignments with IT. Manage facilities requests, building maintenance tickets, and office equipment leases (copiers). Coordinate state vehicle reservations for faculty travel.
• Academic & Instructional Support: Provide technical support for classroom scheduling and student organization room requests. Assist faculty with the distribution of course materials, exam preparation (scanning/copying), and eLc updates (e.g., Clinical Challenge).
• Professional Development & Backup Duties: Serve as the primary backup for the Business Manager III for critical administrative functions. Attend training classes to remain current on University purchasing, travel, and administrative policies.

Requirements

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

Qualifications

• Thorough knowledge of state travel and purchasing procedures, processes, and restrictions
• Experience with University programs such as e-check/e-travel, e-ticket, Works, UGA RUSS, and UGA Mart is necessary
• Ability to use independent judgment
• Excellent computer skills using Microsoft Office Suite and presentation graphics
• Multi-task oriented

Benefits

Benefits Eligible

Pay

Commensurate with Experience

Schedule

Typically Monday through Friday, 8:00 a.m. to 5:00 p.m. (approximately 40 hours per week). Occasional flexibility may be needed based on departmental activities, including evenings or weekends as needed.