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Administrative Assistant to the Director of the Hugh Hodgson School of Music

Administrative Assistant to the Director of the Hugh Hodgson School of Music

University of GeorgiaAthens, GA, United States
8 days ago
Job type
  • Full-time
  • Part-time
Job description

Posting Details

Posting Details

Posting Number

S14208P

Working Title

Administrative Assistant to the Director of the Hugh Hodgson School of Music

Department

Franklin-School of Music

About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https : / / www.uga.edu / ) . The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. 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. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College / Unit / Department

College / Unit / Department website

Posting Type

External

Retirement Plan

TRS

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

8 a.m. to 5 p.m., M-F

Advertised Salary

Commensurate with Experience

Posting Date

10 / 02 / 2025

Open until filled

Yes

Closing Date

Proposed Starting Date

11 / 01 / 2025

Special Instructions to Applicants

Location of Vacancy

Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu ).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https : / / www.usg.edu / policymanual / section8 / C224 / #p8.2.18_personnel_conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https : / / www.usg.edu / policymanual / section6 / C2653 .

Position Information

Classification Title

Administrative Assistant III

FLSA

Non-Exempt

FTE

1.00

Minimum Qualifications

High school diploma or equivalent and 5 years of related experience

Preferred Qualifications

Position Summary

This position provides executive-level support and is responsible for efficient and effective management of the office. Administrative duties include managing the Director's correspondence and calendar, serving as liaison with internal and external constituents, anticipating and addressing the needs of the Director by using independent judgment. Responsibilities involve handling information that is sensitive, high-profile, and confidential in nature. Activities and decisions are highly complex and involve significant independent action and judgment while adhering to institutional policies.

This position uses a P-card.

Knowledge, Skills, Abilities and / or Competencies

  • Excellent written and oral communication, customer service, leadership, and interpersonal skills.
  • Ability to develop and maintain effective, collaborative relationships with faculty, staff, students, alumni, donors, and other stakeholders. Ability to work independently and as part of a team.
  • Demonstrated competence in interacting with diverse individuals; skill in conflict resolution, cultural intelligence, emotional intelligence; and commitment to diversity, equity, and inclusion and continuous learning.
  • Exceptional organizational and project management skills, ability to manage time and resources effectively, ability to manage competing priorities and meet deadlines, and ability to use independent judgment and discretion to make administrative and procedural decisions with confidential information. Flexible and creative thinker, problem solver, and self-starter.
  • Ability to learn complex procedures and systems quickly and produce complex reports using a variety of digital tools.

Physical Demands

Sit in front of a computer for long periods of time

Is driving a responsibility of this position?

No

Is this a Position of Trust?

Yes

Does this position have operation, access, or control of financial resources?

Yes

Does this position require a P-Card?

Yes

Is having a P-Card an essential function of this position?

Yes

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

Yes

Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website .

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website .

Duties / Responsibilities

Duties / Responsibilities

Provide executive support for the director and Hodgson School of Music :

  • Anticipate, initiate, and coordinate administrative matters.
  • Research and gather all information related to ongoing issues and initiatives; stay abreast of all current issues and deadlines, and be prepared to provide insight, support and recommendations.
  • Initiate and respond to requests and inquiries, both verbal and written, on behalf of the director, upholding a strict level of confidentiality on highly sensitive matters.
  • Manage and assist with hiring proposals, job searches, and administrative matters related to new and current faculty and staff. Assist all search committees with logistics, scheduling, and communications.
  • Draft / edit correspondence, for the director, communicating accurately and in a timely manner.
  • Maintain extensive file system and documents related to the administration of the School of Music.
  • Provide editing / proofing for a variety of projects, publicity, various faculty dossiers, etc.
  • Support for all areas related to accreditation.
  • Management of special projects including the HHSOM Graduation and Awards program, the Opening Convocation, faculty / staff retirement events, the music instrument locker system, and the inventory system.
  • Manage the director's daily schedule, communications, and meeting scheduling.

    • Percentage of time

    50

    Duties / Responsibilities

  • Primary point of contact for the Director's office in day-to-day administration of the School of Music, providing direct support to staff, faculty and students, as well as extended support to other administrative offices, parents, other institutions, and the public, as needed, using discretion in all communications.
  • Management of the Federal Work Study System (up to 12 students), with direct supervision of two main office students, and support to six faculty and staff supervisors.
  • Support for faculty and staff meetings, UGA systems access, policy guidance, forms processing, etc.

    • Percentage of time

    30

    Duties / Responsibilities

  • Support for a variety of programs and systems, including PCard Purchasing, check receipts, Program for Minors support, the Music listserv, AED system monitoring and building safety plans, and UGAJobs.
  • Back-up support to other areas of administration, room scheduling through 25Live, front office support of the phone system, mail, storeroom management, surplus management, building maintenance requests, purchasing and any other administrative area, as needed, due to vacations, sickness, or vacancies.
  • Other duties as assigned

    • Percentage of time

    20

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