Administrative Associate to the School Chair - ECE
Athens , GA
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Job Description
Posting Details
Posting Details
Posting Number
S12969P
Working Title
Administrative Associate to the School Chair - ECE
Department
ENGR-Electrical & Computer
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https://www.uga.edu/ ). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. 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 employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 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.
About the College/Unit/Department
The College of Engineering at the University of Georgia is one of the fastest growing programs at UGA and one of the fastest growing public colleges of engineering in the nation. Since our founding in 2012, enrollment in the College of Engineering has grown to over 2,400 students. Students and faculty alike are attracted to our setting in a comprehensive, land-grant, research institution that's consistently ranked among the 20 best public universities in the nation. Our rapidly expanding engineering program focuses on opportunities for learning, discovery and innovation at the confluence of disciplines.
Building from our heritage of excellence in interdisciplinary education and research, the School of Electrical & Computer Engineering will work to expand and strengthen our undergraduate and graduate programs, build on our foundation of productive cross-disciplinary research and establish a culture that exemplifies operational best practices.
By working to achieve these strategic objectives, we seek to build upon our heritage of "engineering without borders" as we grow a world class School of Electrical & Computer Engineering embedded in a strong liberal arts tradition.
College/Unit/Department website
https://engineering.uga.edu/schools/sece/
Posting Type
External
Retirement Plan
TRS
Employment Type
Employee
Benefits Eligibility
Benefits Eligible
Full/Part time
Full Time
Work Schedule Additional Schedule Information
• Standard University business hours (8am-5pm) with occasional after-hours support at ECE events.
• This position is fully in-person on our main Athens campus.
Advertised Salary
$48K+ ; commensurate with experience
Posting Date
12/03/2024
Open until filled
Yes
Closing Date Proposed Starting Date
01/06/2025
Special Instructions to Applicants
In addition to your UGA Jobs application, please include the following documents:
• Resume
• Cover letter
• 3 Professional references with contact information
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).
USG Core Values Statement
The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct .
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653 .
Position Information
Classification Title
Office/Clerical Assistant
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.
Preferred Qualifications
• Prior administrative experience at UGA or another USG institution preferred
• Working knowledge of UGA and USG policies and procedures, particularly related to purchasing, reimbursements, travel authorizations, invoice processing etc., preferred.
Position Summary
This position reports directly to the School Chair of Electrical and Computer Engineering ( ECE ) in UGA's College of Engineering and will serve as one of the primary administrative contacts for the School. The Administrative Associate will assist faculty and graduate students with day-to-day operations which include: management of facilities; management of ECE website and social media; copying, printing, sending and receiving mail/shipments, faxing, typing letters and forms; prepare/process purchase orders, check requests, travel requests, expense statements, travel reimbursements, and advise faculty and graduate students on appropriate policies and procedures; and manage calendar and scheduling. This position will also provide backup support to the College of Engineering Dean's Office and assist with special events and projects as needed.
This position will require a Purchase Card to properly execute its duties.
Knowledge, Skills, Abilities and/or Competencies
Excellent organizational, communication (both written and verbal), and customer-service skills; ability to interpret policies and procedures, as well as proofread and edit written material; demonstrated computer competency and knowledge of Word, Excel, Outlook, and PowerPoint; ability to work independently in a fast-paced office environment, multi-task, and remain detail-oriented.
Physical Demands
• Lift and carry up to 50 lbs.
• Repetitive motions and actions
• Long periods of sitting at a computer, standing, and walking between buildings on campus.
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?
Yes
Does this position require a P-Card?
Yes
Is having a P-Card an essential function of this position?
Yes
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 .
Background Investigation Policy
Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website .
Duties/Responsibilities
Duties/Responsibilities
Support to School Chair:
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
• Administrative support with copying, printing, answering phone, sending and receiving mail/shipments, faxing, typing letters and forms, etc., for faculty and graduate students.
• Uses computers for various applications, such as database management or word processing in support of the Chair.
• Manage School Chair Calendar and coordinate interactions between faculty/staff/students and school chair including acquisition of school chair signature, gathering of materials for school chair review and coordinating (and when necessary taking notes in) regular meetings with the School Chair.
• Serves as a single-point-of-contact for all requests for School Chair signatures and approvals.
• Manage calendar for scheduling meetings in the Engineering conference rooms and keeping schedule of faculty.
• Calls faculty meetings, prepares the agenda and maintains all related documents and faculty decisions on behalf of School Chair when needed.
• Assists School Chair in administrative portions of Promotion and Tenure process including putting together faculty dossiers for submission, and notifying faculty members of decisions.
Percentage of time
30
Duties/Responsibilities
School Administrative Lead:
• Faculty Searches: Coordinates all logistics related to interviews, presentations, travel, meals, lodging for all prospective faculty candidates and prepares a detailed interview agenda for each candidate.
• School Academic Advisory Committee: Works with the Chair to coordinate meetings with the School Academic Advisory Committee, attends meetings, takes notes and maintains a record of all decisions.
• Prepares reports and queries' for the school as needed.
• Updates faculty, staff, and students on relevant policy changes as needed.
• Manage special projects as assigned.
• Assist staff, faculty, or students with departmental processes and procedures or use of equipment.
• Interfacing with industry leaders, including coordinating with Industrial Advisory Board and serving as a point of contact for the Board.
• Coordinating with the Office of Development and industry members on opportunities for partnership within the School.
• Development of School Culture
• Graduate student event coordination
• Engaging regularly with Graduate Students and Graduate Coordinator to create cohesiveness between graduate students within the School.
• Supervise ECE student worker.
Percentage of time
25
Duties/Responsibilities
Financial Responsibilities:
• Works with the Chair, faculty and graduate students along with the CENGR Finance Dept. to process timely and accurate payments of all non-salary obligations of the School.
• Process basic financial transactions, including journal vouchers travel requests, travel reimbursements, cash, check, credit cards, or automatic debits. Responsible for P-card management and processing for the School of ECE .
• Prepare/Process purchase orders, check requests, travel requests, expense statements and travel reimbursements and advise faculty and graduate students on appropriate policies and procedures.
• Order, restock, and dispense supplies.
• Utilize relevant accounting software to record, store, and analyze financial information for the School.
• Assist the College of Engineering finance and administrative staff on special projects and assignments as needed.
Percentage of time
20
Duties/Responsibilities
Event Planning in ECE :
• Coordinating with Special Events Manager when applicable on events.
• Planning events of 50 people or fewer for the School of ECE including but not limited to contacting and hiring vendors, reserving spaces, monitoring RSVPs, submitting invoices for payment, and arranging for used spaces to be cleaned in a timely manner.
• Serving as a contact point for events within ECE .
Percentage of time
10
Duties/Responsibilities
Social Media Management for School of ECE :
• Updating, editing, and sharing ECE website pages
• Developing, writing, and disseminating the Faculty Spotlight Series
• Updating and maintaining ECE social media sites including X, Instagram, etc.
• Coordinating content and releasing in a timely manner
• Growing the social media presence of the School of ECE
• Sharing relevant School updates on social media platforms such as Spotlight series, job opportunities, and faculty, student, and staff accomplishments.
Percentage of time
10
Duties/Responsibilities
Other assignments as needed in the College of Engineering School of Electrical and Computer Science.
Percentage of time
5
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, gender identity, sexual orientation, national origin, disability, or protected veteran status.
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Job Summary
Company
University of Georgia
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Required Education
High School or Equivalent
Required Experience
Open