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Divisional Office Manager

Job Details

Posting Number:

S07466P

Working Title:

Divisional Office Manager

Department:

Franklin-Deans Office Admin

About 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 (https://www.uga.edu/). UGA is currently ranked among the top 15 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 7,700 full-time staff. The University’s enrollment exceeds 39,000 students including over 30,000 undergraduates and over 9,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

Posting Type:

External

Retirement Plan:

TRS

Employment Type:

Employee

Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday – Friday / 8:00 AM – 5:00 PM

Advertised Salary:

$43,000 - $48,000

Posting Date:

11/24/2021

Open until filled:

Yes

Proposed Starting Date:

01/01/2022

Location of Vacancy:

Athens 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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

UGA Statement:

The University of Georgia is a Federal Contractor as defined by Presidential Executive Order 14042 and subject to the requirement that Federal Contractors must ensure that all covered employees, including those working remotely, are fully vaccinated by January 4, 2022. You may be required to show proof of your fully vaccinated status at the time of your start date, or have received a medical or religious exemption from the fully vaccinated requirement at the time of your start date. For more information regarding the Federal Contractor fully vaccinated employment requirement please visit https://coronavirus.uga.edu/executive-order/ or call (706) 542-2222.

Classification Title:

Office Manager/Clerical Supervisor

FLSA:

Non-Exempt

FTE:

1.00

Minimum 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.

Position Summary:

The Divisional Office Manager manages the academic and administrative affairs for the departments of Comparative Literature, Philosophy and Religion within the Franklin College of Arts and Sciences. This includes, but is not limited to, graduate student related administration, department operations and administration, office management and supervision of staff.

Knowledge, Skills, Abilities and/or Competencies:

  • Excellent interpersonal, written and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy with conflict resolution, and flexibility to promote positive working relationships and job effectiveness.
  • Substantially developed interpersonal, teamwork and leadership skills to successfully work with diverse groups in an academic environment.
  • Demonstrated ability to coordinate and manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines.
  • Ability to act independently and exercise sound judgment with sensitivity to identify matters that include higher-level management consultation.
  • Knowledge of Microsoft Excel, pivot charts and tables.
  • Strong problem-solving skills; ability to be a creative thinker and self-starter.
  • Ability to quickly learn and have a solid knowledge of complex procedures and systems to produce reports using a variety of digital tools.

Physical Demands:

Sitting at an office desk and computer for extended periods of time.

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.

Duties/Responsibilities:

25% Office Management/Supervision

  • Provide leadership and management for the administrative staff in the departments.
  • Supervise all Franklin College professional staff in the departments of Comparative Literature, Philosophy and Religion.
  • Serve as the work study liaison and supervise administrative work study students.
  • Serve as the Franklin Works point of contact.
  • Serve as the liaison for the departments with internal and external constituents.
  • Serve as the principal point of contact between the departments and other administrative offices, donors, alumni, parents, other institutions and the public.
  • Manage and coordinate regular administrative meetings scheduled within the departments (e.g. faculty meetings).
  • Plan and coordinate graduation ceremonies.

Percentage of time:

25

Duties/Responsibilities:

20% Assistant to the Head Support

  • Provide executive level support for the department heads of Comparative Literature, Philosophy and Religion.
  • Manage their schedules and communications.
  • Brief the Department Heads, regularly, on deadlines.
  • Stay abreast of current department situations and be prepared to provide insight and recommendations.
  • Anticipate, initiate and coordinate administrative matters for the department heads.
  • Initiate and respond to requests and inquiries, both verbal and written, on behalf of the director and department heads, upholding strict confidentiality on sensitive matters.

Percentage of time:

20

Duties/Responsibilities:

15% Graduate Admissions Process Coordination

  • Coordinate the graduate application process.
  • Review documents for completeness.
  • Translate grades from US and international academic systems into a 4.0 GPA scale.
  • Ensure that all necessary documents are received and in file for review.
  • Create and maintain applicant databases and spreadsheets.
  • Admission of Students.
    • Determine admissibility of applicants.
    • Complete admission and denial notices.
    • Prepare admissions packets to be sent to Graduate School.
    • Create and implement new application forms to gain pertinent information from applicants.
    • Compile data and evaluate application procedures of like programs.
    • Implement changes in departmental admission procedures and policies to meet program goals.

Percentage of time:

15

Duties/Responsibilities:

10% Graduate Student Liaison:

  • Inform current graduate students of Graduate School policies and procedures.
  • Inform current graduate students of departmental requirements for M.S., and Ph.D. programs.
  • Departmental liaison with Admissions, Graduate School, International Programs, and the Franklin College of Arts and Sciences dean’s office.
  • Ensure departmental and graduate school deadlines are met by tracking graduate student degree progress.
  • Assist students with course registration as needed.
  • Create new student profiles for graduate students to be posted to the website.
  • Maintain and Distribute Annual Graduate Student Satisfaction Survey.

Percentage of time:

10

Duties/Responsibilities:

10% Graduate Program Coordination

  • Create and update departmental graduate program and procedures manual.
  • Coordinate comprehensive exam oral defenses, MS thesis defenses and PhD defenses. Includes announcements to the graduate school, scheduling rooms/times, and collecting and submitting associated paperwork.
  • Create master calendar of graduate programs events and deadlines.
  • Investigate and determine solutions to procedural problems and requirements.
  • Schedule and announce graduate student exams.
  • Partner with Franklin Works to manage GTA, GRA and Fellowship hiring.
  • Partner with Franklin Works to monitor Graduate Assistantships to ensure all graduate students are paid in a timely manner.

Percentage of time:

10

Duties/Responsibilities:

10% GRA/GTA Assignments

  • Match graduate applicants to departmental graduate teaching assistantships (GTA), graduate research assistantships (GRA) and Graduate School fellowships. Make recommendations to department head and graduate program coordinator.
  • Compose offer letters and prepare contracts for GTA, GRA and fellowship recipients.
  • Organize and attend Graduate Committee meetings.
  • Inform committee on graduate school and departmental regulations.
  • Research national statistics relevant to the program to develop departmental graduate admission standards and practices.

Percentage of time:

10

Duties/Responsibilities:

5% Graduate Recruitment and Retention

  • Inform prospective students on departmental requirements for admission and availability of financial assistance.
  • Inform students whose credentials are below standard requirements about procedures for becoming admissible.
  • Create recruiting materials.
  • Develop, implement and supervise graduate student visits and other recruiting visits.
  • Develop recruitment budget based on allocated funds with assistance from Franklin Works.
  • Work with the Graduate Coordinator to develop departmental retention strategies.
  • Create and implement procedures to increase the recruitment of minority applicants and retention of minority students.

Percentage of time:

5

Duties/Responsibilities:

5% Faculty Recruitment

  • Manage and assist with faculty and staff search logistics including scheduling and communications.
  • Work with FW and Franklin Faculty Affairs to post positions and coordinate the hiring process in UGAJobs.
  • Prepare Letters of Agreement for part-time faculty.
  • Onboarding of new department level staff.

Percentage of time:

5

Contact Details:

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. For assistance with your application or login, please email hrweb@uga.edu.

Recruitment Contact Name:

Masaki Mori

Recruitment Contact Email:

mamo@uga.edu

Organization

The University of Georgia, a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest and most comprehensive institution of higher education. Founded in 1785, it is the birthplace of public higher education in America.

Today, UGA enrolls more than 40,000 undergraduate, graduate, and professional students. The main campus has 460 buildings on 767 acres of land. The total acreage of UGA in 30 Georgia counties is 41,539. UGA has 18 colleges and schools, which include Agricultural and Environmental Sciences, Arts and Sciences, Business, Ecology, Education, Engineering, Environment and Design, Family and Consumer Sciences, Forestry and Natural Resources, Graduate School, Journalism and Mass Communication, Law, Pharmacy, Public Health, Public and International Affairs, Social Work, Veterinary Medicine, and the Honors College. It offers 24 baccalaureate degrees in more than 140 fields; 33 master’s degrees in 144 fields; 8 educational specialist degrees; four doctoral degrees in 99 areas; professional degrees in law, pharmacy and veterinary medicine; and more than 170 study-abroad and exchange programs. UGA Libraries rank among the nation’s best research libraries and contain a total of 5.3 million volumes and one of nation’s largest map collections. The university has had 25 recipients of the prestigious Rhodes Scholarship, making it one of the nation’s top Rhodes producers among public universities. UGA is home of the Peabody Awards, presented annually for distinguished achievement and meritorious public service for television, podcast/radio, and digital media. It also is home of Georgia’s State Botanical Garden, state Museum of Art and State Museum of Natural History. Additionally, UGA has one of the largest and most comprehensive public service and outreach programs conducted by an American educational institution.

Company info
Telephone
706-542-3000
Location
215 S. Jackson St.
Athens
Georgia
30602
US

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