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The University of Georgia · 1 month ago

Assistant to Department Head

Athens, GA

Full-time

Onsite

Entry Level

2+ years exp

The University of Georgia is the state’s flagship university, ranked among the top 20 public universities in the U.S. This position supports the administrative functions of the Genetics Department, providing key support to the Department Head and managing various projects and communications.

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Responsibilities

Administrative Assistant to the Department Head. Serves as key administrative support to the Department Head. Initiates and composes correspondence and coordinates logistics of projects and initiatives on behalf of the Head. Screen telephone calls, receives messages, schedule appointments and meetings and answer various correspondence for the Department Head. Provide information and/or instruction on the Genetics department website

Faculty Affairs and Recruitment. Utilize UGAJobs to post vacant faculty positions, reclassify existing positions or create new position for faculty. Coordinate all new hires and termination paperwork for Tenure/Tenure-Track faculty and temporary faculty hires. Assure that all employees have completed orientation, ethics training, and/or other training. Create secure, confidential personnel files that include promotions and awards, annual evaluations, and consulting agreements. Complete EEO forms, Workers’ Comp forms, FMLA forms, Shared Leave forms, separation notices and exit interview forms. Coordinate travel arrangements for faculty candidates. Arrange hotel accommodations, schedule appointments with departmental faculty, dean’s office and provost’s office when required. Compile data in preparation of faculty evaluations, post-tenure reviews, reappointments, promotion and tenure dossiers, program review materials, and other projects as needed

Event Management. Schedule faculty meetings, reserve rooms, send calendar invites and reminders. Record minutes of faculty meetings. Archive or distribute as needed. Coordinate and execute event logistics for faculty retreat, including processing approval documentation, managing RSVPs, coordinating with vendors to book venues, and processing all payments. Organize departmental seminar series including book venues and catering, creating and distributing events information via appropriate venues, making travel arrangements and processing all payments

Departmental Personnel Database and Bulletin Board. Maintain an accurate, current spreadsheet that contains the following information for all personnel in the department (faculty, staff, students, etc.) Name, Rank, Title. Ensure that the personnel photos and related information on the departmental bulletin board is up to date and accurate. Maintain departmental listservs. Add personnel and delete personnel to ensure accurate membership

General Departmental Support. As a member of the staff in the department, this position supports the faculty. This positions either provides the requested customer service or refers it to the appropriate staff members to respond. In cases where a service is requested that falls outside of the normal duties, this position will either provide the service or consult with the business manager as to possible alternative resources. Coordinate and provide leadership on special projects assigned by the department head and administrative manager. Perform tasks and assignments as instructed by the departmental leadership. Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with colleagues, faculty members, students, administrators, and members of the public

Qualification

MS Office SuiteAdobeInterpersonal skillsCommunication skillsProofreadingProblem solvingTeamworkLeadershipCreativityFlexibilitySelf-motivation

Required

High school diploma or equivalent and 2 years of related experience

Demonstrated ability to coordinate and manage multiple completing projects in an organized, efficient manner by prioritizing tasks to meet deadlines

Substantially developed interpersonal and teamwork skills to successfully work with diverse groups in an academic environment

Excellent interpersonal, written and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness

Excellent proof reading and editing skills

Software experience and expertise in: MS Office Suite and Adobe

Preferred

Resume/CV

Cover Letter

Benefits

Benefits Eligible

Retirement Plan TRS

Company

The University of Georgia

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The University of Georgia, a land-grant and sea-grant university with state-wide commitments and responsibilities, is the state's flagship institution of higher education.

Founded in 1785

Athens, Georgia, USA

10001+ employees