Executive Assistant to the Dean
Executive Assistant to the DeanDepartment:
Public Health Outreach and EngagementAbout 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.College/Unit/Department website:
Benefits EligibleFull/Part time:
Full TimeAdditional Schedule Information:
Monday-Friday 8:00am-5:00pmAdvertised Salary:
Up to $40,000, based on education and experiencePosting Date:
02/11/2021Open until filled:
YesProposed Starting Date:
03/01/2021Special Instructions to Applicants:
Applicants must upload a document providing three professional references with contact information.Location 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:
Business And FinanceFTE:
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:
Executive-level support to the Dean of the College of Public Health on a wide range of administrative duties including prioritizing and managing the Dean’s complex workflow and calendar; acting as liaison between the Dean and entities on and off-campus; anticipating and addressing needs of the Dean by using independent judgment while working under pressure and maintaining a professional demeanor. Responsibilities consist of sensitive, high-profile and confidential nature, which include personnel matters including donor information.Knowledge, Skills, Abilities and/or Competencies:
1. Involves having knowledge of UGA procedures and systems or ability to learn in a short period.
2. Maintain confidentiality and a willingness to set a professional and welcoming tone for all who interact with the Dean’s office.
3. Possess organizational and coordinating skills and manage resources effectively.
4. Produce and maintain complex reports and records/data using a variety of software packages including (but not limited to) Microsoft Suite, Outlook Calendar, Excel, Power Point, and Acrobat.
5. Make administrative and procedural decisions and judgments on sensitive, confidential issues.
6. Excellent communication, customer service, and interpersonal skills. Maintain effective collaborative relationships with faculty, staff, clients, students, and other stakeholders.
1. Lift and carry up to 20 pounds, both assisted and unassisted.
2. Sit for long periods of time and use of repetitive actions during the entire work day.
3. Communicate effectively via telephone, email, and in person to varied stakeholders.
4. Utilize computer technology for all applications in a manner that meets performance expectations.
5. Retain, organize, and consistently focus on a large amount of detail and come to appropriate conclusions.
6. May drive a UGA (or state) vehicle when necessary to perform job tasks.
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?:
NoDoes 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:
Prioritize, coordinate, manage and track the Dean’s daily schedule and communications. Anticipates, initiates and coordinates administrative matters for the Dean. Initiate and respond to requests and inquiries, both verbal and written, on behalf of the Dean, upholding a strict level of confidentiality on highly sensitive matters. Brief the Dean regularly on deadlines; research and gather all information to prepare the Dean for each day’s activities; stay abreast of all current situations and be prepared to provide insight and recommendations.Percentage of time:
Act as liaison between the Dean’s office and the President’s Office, Deans, College Associate Deans, directors, department heads, faculty, staff, donors, alumni, parents, industry, government, other institutions and the public. Use discretion in all communications to protect confidentiality. Draft correspondence on behalf of the Dean, communicating accurately and in a timely manner as well as develop effective written correspondence for the Dean’s signature, and/or hold signature authority for the Dean in significant matters. Depending upon the nature of the request may approve requests on behalf of the Dean. Answer questions and interpret policies and procedures.
*Drafting of meeting documents/handouts editing, proofing, copying and collating materials.
*Scheduling meetings and travel for committees and staff. Assist with conference planning.
*Communicate with internal and external clients/entities, students, staff, faculty, state program officers, other government contacts.
*Maintain electronic newsletter and calendar for center events and trainings.
*Managing and handling meeting and training registration process, including preparing meeting sign-in sheets and documentation, and entering and managing the data collected during registration for, and evaluation of, all meetings and exercises.Percentage of time:
Manage and coordinate the weekly, bi-weekly and monthly college administrative and faculty meetings that are scheduled by the Dean’s office. This includes Administrative Council, Department Heads Meetings, Faculty Meetings, Faculty Advisory Council, Research Working Group Leader Meetings, Faculty/Staff meetings, Staff Meetings, and Communication/Strategic Meetings. Write, distribute and retain agendas and any documents as the Dean needs.Percentage of time:
Two Listservs management, Andover user, Work Orders and contact with FMD, Dean’s TAs and any reservations/expense reports, event coordination, conference rooms scheduling. Other duties within the purpose and scope of the role.Percentage of time: