S08160P

Administrative Assistant

Housing-Resident Progs & Srvcs

PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement for
Federal Contractors pending further review. As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.

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.

Part of the Division of Student Affairs, University Housing consists of nearly 2.7 million square feet of facilities and is home to 8,500+ students. The department employs nearly 200 full-time staff members, 20 graduate assistants and 500 undergraduate student workers. As a self-supporting auxiliary, University Housing operates a $59 million budget derived only from student housing fees and other non-state sources.In support of its mission to provide comfortable, affordable and secure housing options where the academic success and personal growth of residents are encouraged and supported, University Housing engages staff members in competency-based training and students in curriculum-based engagement focused on community building, interpersonal skills, social awareness and responsibility, and well-being.

https://housing.uga.edu/

External

TRS

Employee

Benefits Eligible

Full Time

M-F, 8 a.m. – 5 p.m.

$31,500

05/13/2022

Yes

06/01/2022

Athens Area

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).

PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement for
Federal Contractors pending further review. As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.

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.

Office/Clerical Assistant

Non-Exempt

Administrative

1.00

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.

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.

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. Ability to communicate effectively in person and via telephone and computer.
8. Maintain confidentiality of office information and records.
9. Ability to understand and accurately interpret information and develop appropriate responses.
10. Proven ability to 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.

Yes

Yes

No

No

No

Yes

Yes

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.

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.

50

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.

25

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.

25

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Carrie Chitwood

cachitwo@uga.edu

706-542-8279