Description

External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
M-F, 8am-5pm
Advertised Salary Commensurate with experience Posting Date 12/03/2025 Open until filled Yes Closing Date Proposed Starting Date 01/02/2026 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 II FLSA Non-Exempt FTE 1.00 Minimum Qualifications
High school diploma or equivalent and 2 years of related experience
Preferred Qualifications Position Summary
This position supports the administrative functions of the Genetics Department and provides the Department's interface with the public, students, university administrators, faculty, and other staff. Working with the department head and the administrative manager, the assistant to the department head will manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem solving, analysis and communication skills. He/She will demonstrate the ability to think creatively, analytically, strategically and have verified leadership skills with the ability to work independently and as part of a team. This position will provide administrative support to the Genetics department using various programs in the Microsoft Office suite.
Knowledge, Skills, Abilities and/or Competencies
Demonstrated ability to coordinate and manage multiple completing projects in an organized, efficient manner by prioritizing tasks to meet deadlines. Substantially developed interpersonal and teamwork skills to successfully work with diverse groups in an academic environment. Excellent interpersonal, written and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness. Excellent proof reading and editing skills. Software experience and expertise in: MS Office Suite and Adobe.
Physical Demands
Routine Office. Sit and work and a computer all day.
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? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No 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
Administrative Assistant to the Department Head. Serves as key administrative support to the Department Head. Initiates and composes correspondence and coordinates logistics of projects and initiatives on behalf of the Head. Screen telephone calls, receives messages, schedule appointments and meetings and answer various correspondence for the Department Head. Provide information and/or instruction on the Genetics department website.
Percentage of time 20 Duties/Responsibilities
Faculty Affairs and Recruitment. Utilize UGAJobs to post vacant faculty positions, reclassify existing positions or create new position for faculty. Coordinate all new hires and termination paperwork for Tenure/Tenure-Track faculty and temporary faculty hires. Assure that all employees have completed orientation, ethics training, and/or other training. Create secure, confidential personnel files that include promotions and awards, annual evaluations, and consulting agreements. Complete EEO forms, Workers' Comp forms, FMLA forms, Shared Leave forms, separation notices and exit interview forms. Coordinate travel arrangements for faculty candidates. Arrange hotel accommodations, schedule appointments with departmental faculty, dean's office and provost's office when required. Compile data in preparation of faculty evaluations, post-tenure reviews, reappointments, promotion and tenure dossiers, program review materials, and other projects as needed.
Percentage of time 40 Duties/Responsibilities
Event Management. Schedule faculty meetings, reserve rooms, send calendar invites and reminders. Record minutes of faculty meetings. Archive or distribute as needed. Coordinate and execute event logistics for faculty retreat, including processing approval documentation, managing RSVPs, coordinating with vendors to book venues, and processing all payments. Organize departmental seminar series including book venues and catering, creating and distributing events information via appropriate venues, making travel arrangements and processing all payments.
Percentage of time 25 Duties/Responsibilities
Departmental Personnel Database and Bulletin Board. Maintain an accurate, current spreadsheet that contains the following information for all personnel in the department (faculty, staff, students, etc.) Name, Rank, Title. Ensure that the personnel photos and related information on the departmental bulletin board is up to date and accurate. Maintain departmental listservs. Add personnel and delete personnel to ensure accurate membership.
Percentage of time 10 Duties/Responsibilities
General Departmental Support. As a member of the staff in the department, this position supports the faculty. This positions either provides the requested customer service or refers it to the appropriate staff members to respond. In cases where a service is requested that falls outside of the normal duties, this position will either provide the service or consult with the business manager as to possible alternative resources. Coordinate and provide leadership on special projects assigned by the department head and administrative manager. Perform tasks and assignments as instructed by the departmental leadership. Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with colleagues, faculty members, students, administrators, and members of the public.
Percentage of time 5

Contact Information

Recruitment Contact

Contact Details
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name Susan White Recruitment Contact Email whites@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume/CV
2. Cover Letter

Optional Documents