Administrative Associate

Job description

Posting Details

Posting Details

Posting NumberS03679PWorking TitleAdministrative AssociateDepartmentSPIA Student AffairsAbout the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of 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 was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 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/DepartmentCollege/Unit/Department websitePosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timePart TimeWork ScheduleAdditional Schedule Information

10:00am – 2:00pm, Monday – Friday or 10:00am – 3:00pm, Monday – Thursday
Flexible hours – during certain periods, this schedule should be more flexible.

Advertised Salary18,000Posting Date08/01/2019Open until filledYesClosing DateProposed Starting Date08/15/2019Special Instructions to ApplicantsLocation of VacancyAthens 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.

Position Information

Classification TitleOffice/Clerical AssistantPay GradeFLSAJob FamilyStudent ServicesFTE0.525Minimum Qualifications

Requires are 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 QualificationsPosition Summary

This position primarily provides administrative support for a team of 7 student service professionals who provide academic advising and experiential learning support to approximately 1,300 undergraduate students. They will be the first point-of-contact for student calls and visits to SPIA’s Office of Student Affairs. They will play a support role in maintaining operating procedures for advisors and coordinators in the office. The schedule for this position will be either 10:00am – 2:00pm, Monday – Friday or 10:00am – 3:00pm, Monday – Thursday. Flexible hours – during certain periods, this schedule should be more flexible.

Knowledge, Skills, Abilities and/or CompetenciesPhysical Demands

Sitting at a desk for extended periods of time.
Normal office environment.
Lift 10 lbs on occasion, as needed.

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?NoDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, or patient records)?NoCredit 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.



Provide administrative support for academic advising.
Acts as first point of contact for students entering Candler Hall; screens & directs inquiries related to advising in-person, via telephone, and electronically; ensures adequate stock of advising aids; manages advisors’ calendars; notifies advisors of cancellations and updates to schedules; informs advisors of newly assigned students; collects and stores student advising records; co-ordinates open “walk-in” hours for students and advisors; other duties as needed.

Percentage of time25 Duties/Responsibilities


Assist students seeking advisement and other services.
Acts as first point of contact for students entering Candler Hall; screens & directs inquiries related to advising in-person, via telephone, and electronically; notifies students of cancellations and updates to schedules; assists students unable to schedule appointments electronically; answers basic student questions and re-directs non-academic advising/student affairs problems to appropriate resources as required.

Percentage of time25 Duties/Responsibilities


Organize and maintain physical files of student academic information.
Organizes files of student records for advising, internships, and graduation; coordinates and distributes student folders to advisors daily for appointment preparation; creates folders for new students; reviews files periodically for purging; collates folders and information as needed.

Percentage of time15 Duties/Responsibilities


Collect, organize and maintain student information electronically. Receives notifications of new students; assigns initial student-advisor relationships as directed; collects, organizes and updates student data on new majors, internships and graduation; manages the primary departmental e-mail for advising ([email protected]) and adds or deletes students from the SPIADVISE listserv.

Percentage of time15 Duties/Responsibilities


Supports student-oriented programming, including new student orientation and SPIA Convocation.
Arranges for reservation of space for events; welcomes families and prospective and new students to SPIA and Candler Hall; organizes materials for orientation presentations; collects reservations for RSVP events including Convocation; creates materials for Convocation including certificates and event program; and assists advising team with day-of Convocation needs.

Percentage of time10 Duties/Responsibilities


Provides front desk support for Candler Hall. Acts as first point of contact for all visitors entering Candler Hall; screens & directs inquiries to the school in-person and via telephone; maintains appearance and availability of materials in lobby; and collects, sorts and delivers campus mail to Candler Hall mail room.

Percentage of time5 Duties/Responsibilities


Assists with additional tasks as assigned by the Director of Student Affairs.
Reacts positively, efficiently, and with flexibility to new and temporary tasks as assigned.

Percentage of time5Posting Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. Cover Letter
    Optional Documents




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      Job No:
      Posted: 8/9/2019
      Application Due: 8/27/2019
      Work Type: