Administrative Assistant to the Vice Provosts

Posting Details

Posting Details

Posting Number

S12055P

Working Title

Administrative Assistant to the Vice Provosts

Department

SRVPAA-SR VP Acad Affrs & Prov

About the University of Georgia

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https : / / www.

uga.edu / ). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students.

Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College / Unit / Department

College / Unit / Department website

https : / / provost.uga.edu / about /

Posting Type

External

Retirement Plan

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

Standard 8 : 00-5 : 00 Monday - Friday with potential / infrequent night or weekend activity

Advertised Salary

$55,000-65,000

Posting Date

05 / 06 / 2024

Open until filled

Closing Date

Proposed Starting Date

05 / 27 / 2024

Special Instructions to Applicants

Location of Vacancy

Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well 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 on-line 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 on-line at https : / / www.

usg.edu / policymanual / section6 / C2653 .

Position Information

Classification Title

Office / Clerical Lead

FLSA

Non-Exempt

1.00

Minimum Qualifications

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education / experience in lieu of the required minimum qualifications.

Preferred Qualifications

Experience working as an administrative assistant for a senior leader

Position Summary

This position provides administrative support to the Office of the Sr. Vice President for Academic Affairs and Provost. This position reports to the Chief of Staff to the Provost and will operate as integral member of the staff support team.

This position supports the activities of the Vice Provost for Academic Affairs and the Vice Provost Inclusive Excellence and Chief of Staff to the Provost and, along with other staff, ensures efficient and effective service delivery methods and procedures within the Provost's Office.

Additionally, this position prioritizes support for the senior administrators that they support to ensure continual progress towards their goals.

This position routinely deals with issues of a highly confidential nature and will need to use discretion effectively.

Knowledge, Skills, Abilities and / or Competencies

The preferred incumbent will demonstrate :

• Strong organizational, written, and oral communication skills.
• Direct experience in the role of executive level office support, and an understanding of academic institutions.
• Ability to solve problems, multi-task, and work as a valued member of a team.
• Ability to be organized, service focused, and a self-starter.
• Ability to work independently and efficiently, yet know when to ask questions.

Advanced Microsoft skills, including :

• Microsoft Word
• Spell and grammar check
• Create / modify styles, tables, insert images and objects
• Manipulation of various file formats

Excel

• Use of formulas
• Multiple sheets in workbooks
• Formatting, etc.
• Printing spreadsheets
• Ability to mail merge with various data source formats to create customized letters, e-mails, labels, etc.

PowerPoint

Create and update presentations

Outlook

Calendar entries and contacts

Confidentiality

Have demonstrated ability to use independent judgment and discretion with confidential information

Physical Demands

Normal office functions, including :

• Walking short distances on the UGA campus to pick up and deliver time-sensitive items;
• Lifting / carrying boxes of approximately 15-20 pounds;
• Bending, lifting, and stooping for filing.

Is driving a responsibility of this position?

Is this a Position of Trust?

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

Does this position require a P-Card?

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

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

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

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

This position serves as the chief point of contact for calendar management and scheduling meetings for two Vice Provosts.

Ensure all calendar appointments are accurate and updated with appropriate information and primary responsibility for the proactive management of their calendars.

This position helps make decisions and suggestions about weekly meetings and manages all meeting logistics.

Percentage of time

Duties / Responsibilities

Provides general administrative support for the Provost's Office. Greet visitors, answer phone calls, handle incoming physical and electronic mail, responds directly to routine requests, refers items to others when necessary, proofreads and transmits outgoing documents and mail.

Handles duplicating, fax, email communications, schedules appointments. Receives inquiries for information and assistance from students, faculty, administration, other staff, and the general public in person, via email, and by phone and communicates information pertaining to university procedures, policies, regulations, and program and communicates these requests to the appropriate personnel.

Percentage of time

Duties / Responsibilities

This position supports event planning for the Office of the Provost. This entails coordination of scheduling, securing vendors, creating and sending invitations, tracking RSVPs, communication with honorees and attendees, and executing the final event.

Percentage of time

Duties / Responsibilities

This position will have responsibility for hiring, training, and supervising the office student workers. Working closely with staff throughout the Provost unit, identity duties and projects for the student worker to work on that will support the overall function of our unit.

Percentage of time

Duties / Responsibilities

Work collaboratively with and provide administrative support as needed to other units and staff reporting up to the Office of the Provost.

Percentage of time