ADMINISTRATIVE ASSOCIATE II

Location
Athens
Posted
Aug 25, 2017
Institution Type
Four-Year Institution
Job Summary The individual in this position will: Provide administrative support and coordination of essential support services for the department. Support the Business Manager and Department Head, Graduate and Undergraduate Coordinators as well as other faculty in the processing and review of applicants to the Environmental Health Sciences program. Coordinate any visits to the department by applicants and schedule meetings with appropriate faculty. Work with new students to assist their academic transition to the department, college and University. Assist in coordinating the new student orientation at the beginning of each academic year in cooperation with the college and the Graduate School. Work with assigned faculty to complete the academic advising process for all students using the University's IMS system. Work with the department head, graduate coordinators and other faculty to load courses into the University's IMS system and request classrooms, resources and other support for instruction. When new courses are proposed, work with the proposing faculty to develop an appropriately formatted syllabus and enter information in the University's CAPA system for review and approval. Work with faculty and the University Bookstore to order necessary text books for scheduled classes. Maintain Microsoft Access database of applicant and student information to track student progress from application to student to alumnus. Ensure that data is up-to-date and prepares reports as required by the department head, departmental faculty committees, and business manager. Provide administrative support to the Business Manager and Department Head by assisting the business manager in research and grant activities including assisting principle investigators with pre and post-award tasks, grants monitoring and management, preparation of final grant proposals, grant-related requests for purchases, procurement reporting, and other related duties. Maintain a Microsoft Access databases to monitor, track and coordinate grant activity. Ensure that data is up-to-date and prepare reports as required by the department head and business manager. Prepare Request for Travel Authorizations for faculty, maintain the departmental calendar and schedule meetings, assisting with the coordination of schedules for all faculty candidates and other visitors, such as seminar speakers, to the department and other related duties. Prepare E-Tickets to pay inter- university charges and payments. Initiate, receive, return and track orders in UGA Mart, post to inter-departmental Excel accounting system. Maintain hard files of all orders. Position will be the P-Card holder for the department and will keep a log of all transactions and post all transactions to the inter-departmental accounting system including the balancing of the Pcard statement and signing off in Works. Provide general administrative support for the department including update and renewal software licenses, answer incoming calls, requesting office supplies, track inventory of office supplies, maintaining department bulletin boards, distributing mail, photocopying, and other related duties. Provide administrative support to departmental faculty committees and record and prepare minutes for scheduled meetings. Provide clerical support as required for the department and other related duties. Post daily to inter-departmental accounting system all transactions that is processed through all UGA systems. Assist the business manager in organizing student-related special projects, events, meetings, ceremonies and other functions. Preparing work order to Facility Management Department for building issues and contacting external vendors for equipment issues. Minimum Qualifications High school diploma or equivalent and three years of progressively responsible office experience OR Associate's Degree and one year of responsible office experience may be required.