Administrative Manager

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and the state’s flagship university. 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 3,100 faculty and more than 7,700 full-time staff, with enrollment exceeding 41,000 students across 19 schools and colleges.

The division of Public Service and Outreach (PSO) works to help create jobs and prosperity, develop the state’s leaders, and solve critical statewide challenges as part of UGA’s outreach mission.

College/Unit/Department website

About the role

The Administrative Manager manages the fiscal, business, human resources, facilities, and administrative operations of the Office of the Vice President for Public Service and Outreach (OVPPSO). Reporting to the Senior Director of Fiscal Affairs, this position coordinates day-to-day business operations, ensures compliance with University policies and procedures, and serves as a primary administrative resource for OVPPSO employees. The position also provides support to the Senior Director of Fiscal Affairs by assisting with assigned division-wide reporting, information requests, recurring deadlines, strategic initiatives, special projects, and administrative process improvements across Public Service and Outreach.

Responsibilities

• Fiscal & Business Operations (55%)
  • Manages fiscal and business activities for OVPPSO.
  • Coordinate purchasing, travel, payroll, budget revisions, and other fiscal transactions in accordance with University and PSO policies and procedures.
  • Monitor, reconcile, and analyze financial accounts; research and resolve discrepancies.
  • Serve as the OVPPSO Procurement Card (P-Card) holder.
  • Develop and maintain spreadsheets, databases, reports, and tracking tools.
  • Serve as a resource for OVPPSO employees on fiscal, purchasing, travel, and administrative procedures.
  • Develop and maintain standard operating procedures, process documentation, and administrative guidance.
  • Recommend and implement process improvements to enhance efficiency, consistency, and compliance.
  • Serve as the designated backup to the Senior Director of Fiscal Affairs for assigned fiscal and human resources transactions.
  • Perform other related duties in support of OVPPSO business operations.
• Administrative Operations, Strategic Initiatives & Special Projects (20%)
  • Assists the Senior Director of Fiscal Affairs with assigned division-wide reporting, information requests, administrative activities, strategic initiatives, and special projects.
  • Prepare reports, tracking tools, summaries, and other materials to support division-wide administrative and operational activities.
  • Coordinate division-wide information requests, including collecting, compiling, and organizing responses; track reporting requirements and deadlines and provide status updates.
  • Assist with division-wide strategic initiatives, administrative improvements, and special projects.
  • Participate in assigned University and PSO committees, task forces, and working groups.
  • Perform other related duties and special projects.
• Human Resources Administration (10%)
  • Coordinates human resources processes for OVPPSO, including but not limited to:
    • Coordinate position management, recruitment, hiring, onboarding, separations, and related human resources activities.
    • Prepare and process employment actions and other human resources transactions.
    • Maintain confidential personnel records and human resources tracking tools.
    • Track compliance requirements, mandatory training, and onboarding activities.
    • Serve as a resource for OVPPSO employees on human resources procedures and requirements.
• Facilities Management (10%)
  • Serves as Facilities Coordinator for Treanor House and Cobb House, including but not limited to:
    • Submit and track Facilities Management Division (FMD) work orders and maintenance requests.
    • Coordinate with FMD and approved vendors on maintenance, repairs, renovations, and facility improvements.
    • Monitor custodial services and address facility-related concerns.
    • Coordinate office moves, workspace planning, furniture and equipment installations, building access, and key assignments.
    • Monitor building and grounds conditions and recommend improvements to support safe, functional, and efficient work environments.
    • Serve as a Building Safety and Security Representative.
• Professional Development (5%)
  • Maintains the knowledge and skills needed to perform the position effectively.
  • Complete training and professional development activities related to assigned responsibilities.
  • Maintain proficiency in University business systems, Microsoft Office applications, reporting tools, and other relevant technology.
  • Stay current on University policies, procedures, regulations, and administrative best practices.
  • Apply new knowledge and skills to improve business operations, administrative processes, and efficiency.

Requirements

• Bachelor’s degree in a related field or equivalent.
• 2 years of professional experience.

Preferred Qualifications

• Knowledge of University of Georgia policies and procedures related to fiscal administration, procurement, budgeting, human resources, and general administration.
• Experience using University financial and human resources systems.

Skills

• Strong organizational, problem-solving, and customer service skills.
• Excellent written, verbal, and interpersonal communication.
• Proficient in Microsoft Excel, Microsoft Office, and University business systems.
• Skilled in creating reports, spreadsheets, dashboards, and tracking tools.
• Able to manage multiple priorities, projects, and deadlines with accuracy.
• Knowledge of University policies, procedures, and business practices.
• Exercises sound judgment and maintains confidentiality.
• Works effectively both independently and collaboratively with University partners.

Additional Information

• Standard working conditions for an office environment.
• This is a full-time, benefits-eligible position classified as Business Services Pro II (FLSA Exempt).
• This position is designated as a Position of Trust and has operation, access, or control of financial resources, including P-Card responsibilities.
• Offers of employment are contingent upon completion of a background investigation, including a criminal background check and confirmation of credentials.
• A credit check will be required for this position due to financial responsibilities.
• This position has security access to personnel records and other sensitive information.