ADMINISTRATIVE ASSISTANT II
ADMINISTRATIVE ASSISTANT IIDepartment:
Housing Residential Progs & ServicesAbout 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 (http://www.uga.edu/). 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/Department:
University Housing’s mission is to provide comfortable, affordable and secure on-campus housing options in residential communities where the academic success and personal growth of residents are encouraged and supported. University Housing operates as a self-supporting auxiliary unit within the Division of Student Affairs. More than 8,000 students live on campus, where University Housing manages more than 2.8 million square feet of space in 22 residence halls, 20 apartment buildings, four Greek Park houses and 18 buildings on UGA’s nearby Health Sciences Campus. The department employs more than 700 staff members to conduct the operations of a comprehensive and integrated student housing organization.College/Unit/Department website:
Benefits EligibleFull/Part time:
Full TimeAdditional Schedule Information:
M-F, 8 a.m. – 5 p.m.Advertised Salary:
01/05/2021Open until filled:
YesProposed Starting Date:
02/15/2021Location of Vacancy:
Athens AreaEEO 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]).Classification Title:
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.Position Summary:
The primary function of this position is to perform a variety of secretarial and administrative tasks in support to the staff in the Residential Programs and Services unit within University Housing. A person in this role supports and manages an office that has daily interaction with students, visiting scholars, guests, faculty and other administrative offices; often on matters of a confidential and sensitive nature. The work involves the supervision of student office assistants and performance of office duties, which require a high degree of judgment and initiative, in order to carry out operations within a community of approximately 2,500 students.Knowledge, Skills, Abilities and/or Competencies:
1. Considerable knowledge in office practices, procedures and equipment.
2. Knowledge of Microsoft Office Suite.
3. Keyboard/typing skills to provide clerical support to all functions.
4. Computing skills and be able to utilize email, calendar, internet and database programs.
5. High attention to detail and ability to manage multiple tasks, organize work, and balance time demands with minimal oversight.
6. Excellent communications skills and ability to greet and assist residents, visitors and callers with a variety of questions, needs and concerns.
7. Communicate effectively in person and via telephone and computer.
8. Maintain confidentiality of office information and records.
9. Understand and accurately interpret information and develop appropriate responses.
10. Work with a wide variety of constituents to creatively resolve problems and develop solutions.
1. Normal office environment.
2. Lift and carry up to 40 lbs.
3. Verbally communicate effectively both in person and via telephone with a variety of individuals.
4. Safely drive GA State Vehicle.
5. Continual usage of computers.
6. Sitting/standing 8 hours/day, 5 days/week.
YesIs this a Position of Trust?:
YesDoes 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?:
YesDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):
YesCredit 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.Duties/Responsibilities:
1. Perform general office management. Greet, answer phone calls, and take messages from individuals visiting the office. Respond through personal contact with residents, faculty, staff and other stakeholders to resolve problems, answer questions and clarify policy.
2. Discuss maintenance, custodial, security, and technological issues with appropriate staff in order to ensure that services meet departmental standards.
3. Provide administrative support to the Assistant Director by maintaining schedules, responding to calls, arranging travel and completing special projects.
4. Provide support to other University Housing staff as needed.
5. In the process of completing various job responsibilities, have a working knowledge of software and web-based programs including, but not limited to: OneSource, Microsoft Office, OneDrive, Acrobat Reader, Outlook, Advocate, StarRez and UGAJobs.
6. Provide assistance in creating handouts, slides and visual aids.
7. Manage classroom, meeting room space, vehicle and community resource reservations.
8. Operate office machines; such as computers, printers, fax machines, copier, etc.
9. Become familiar with the responsibilities of the other Administrative Assistant IIs in the unit in order to support these functions in their absence.
10. Manage and maintain voluminous and complex records and files, some of which are confidential, pertaining to facilities, personnel, fiscal activity, procedures, policies, resources and departmental decisions and activities as required by the records retention policy.
11. Serve on various departmental committees.
12. Support, communicate, enforce and abide by all university and departmental policies, procedures and regulations.
13. Other duties consistent with the purpose of this position as may be assigned.
1. Maintain billing records for Camps, Conferences or the community and process charges weekly.
2. Prepare timely, thorough and accurate reports and maintain records as required.
3. Prepare office supply orders and other purchase requests, mailing/shipping forms, travel request forms, requests for reimbursement, work orders and print request from other campus agencies.
4. Track community expenditures.
5. Familiarize, review, communicate, prepare and/or generate camp, conference and/or guest contracts, dates and deadlines.
1. Recruit, select, train, supervise and evaluate student staff.
2. Report and approve time for student employees.
3. Schedule student staff shifts to maintain coverage that aligns with departmental standards.