Executive Assistant - Dean's Office
About the role
The Executive Assistant to the Dean of the College of Engineering provides critical administrative support to the Dean and Dean’s suite, including maintaining the Dean’s calendar and schedule, managing email correspondence, and preparing and submitting travel authorizations, reimbursements, and expense requests.
Responsibilities
Manage the Dean’s calendar, including prioritizing and responding to internal and external meeting invitations and proactively identifying action items such as travel authorizations and scheduling conflicts.
Prepare and submit purchase orders, payment requests, expense reports, travel authorizations, journal entries, and requisitions using UGAmart.
Plan and coordinate meetings and interviews, including room reservations and calendar updates for all attendees.
Monitor the Dean’s email correspondence, flagging priority items, deadlines, and required action steps.
Serve as the primary point of contact for the Dean’s Office, responding to inquiries from students, donors, faculty, staff, and external partners by phone, email, and in person.
Plan and coordinate meetings and interviews, including room reservations and calendar updates for all attendees.
Extend financial processing support to Dean’s Suite staff, including purchase orders, payment requests, expense reports, travel authorizations, journal entries, and requisitions using UGAmart.
Schedule and manage room reservations at Driftmier Engineering Center and Coverdell Center on behalf of Dean’s Suite staff.
Advise Dean’s suite faculty and staff on appropriate policies and procedures for the submission of financial requests.
Monitor and appropriately stock office supplies in Dean’s Suite as needed and upon request.
Support Assistant Dean-level and higher faculty and staff searches, including coordinating on-campus interviews and managing external job postings.
Develop and maintain training materials for administrative assistants across the College and provide onboarding training to new hires.
Coordinate and lead monthly meetings with administrative assistants across the College to share updates, troubleshoot challenges, and drive process improvements.
Meet monthly with the College Business Manager to address common issues, improve financial processing workflows, and ensure the administrative team is informed of system changes and policy updates.
Stay current on University policies affecting administrative processes and communicate relevant changes to the administrative team.
Support Assistant Dean-level and higher faculty and staff searches, including coordinating on-campus interviews and managing external job postings.
Support Assistant Dean-level and higher faculty and staff searches, including coordinating on-campus interviews and managing external job postings.
Support Assistant Dean-level and higher faculty and staff searches, including coordinating on-campus interviews and managing external job postings.
Qualifications
Bachelor’s degree or equivalent.
Knowledge and experience with USG/UGA systems such as OneUSG, MS Outlook, MS Teams, and UGA Mart.
Skills
Professional written and verbal communication skills.
Strong organizational and time management skills, with the ability to manage competing priorities in a fast-paced environment.
Critical thinking and problem-solving skills, with a proactive approach to anticipating needs and resolving issues.
Proficiency with standard office and financial management systems.
Attention to details.
Experience working in a higher education setting and/or a professional office environment.
Benefits
Benefits eligible. The University of Georgia offers a comprehensive benefits package including health insurance, retirement plans, and paid time off.
Pay
$53,000+ based on experience.
Schedule
This is a full-time position on the main Athens campus. Standard business hours are Monday-Friday, 8am-5pm.
Contact Information
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact: Kelley Saussy
Email: kelleyrw@uga.edu
Phone: [Not provided]