Administrative Operations Manager
Posting Details
Posting Details
Posting Number S13645P Working Title Administrative Operations Manager Department PSO-Carl Vinson Inst of Govt 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 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.
About The College/Unit/Department
The UGA Carl Vinson Institute of Government – Who We Are
As a Public Service and Outreach unit at the University of Georgia, the UGA Institute of Government contributes directly to the university’s overarching public service mission of improving people’s lives by helping to create jobs and prosperity, developing leaders, and addressing critical issues. This public service mission, and the Institute of Government’s role in its success, is at the heart of UGA’s land-grant and sea-grant mission to serve the State of Georgia and its residents.
We have a team of experts who inform, inspire, and innovate every day so that governments, large and small, can be more efficient and responsive to their citizens, address current and emerging challenges, and serve the public with excellence. We are uniquely positioned to provide impartial support to local governments and state agencies and convene multidisciplinary and intragovernmental groups to plan for and address many of the challenges faced by communities across Georgia.
Our areas of expertise and focus include workforce and economic development; infrastructure and community resilience; government operations and organizational effectiveness; measuring and reporting on impact and outcomes; building skills, knowledge and capacity of government leaders and teams; and maximizing technology and data for governments and their leaders.
Whether it is through our award-winning PROPEL (Planning Rural Opportunities for Prosperity and Economic Leadership) program for rural communities, our CyberArch student program that helps Georgia communities increase their cybersecurity, our efforts to build a visionary plan for military and community partnerships to spur economic prosperity and resilient infrastructure, our financial management certificate program to build the capacity of public officials, or hosting educational events about e-mobility strategies for local governments …. We Know Georgia. Fulfilling our land-grant and sea-grant mission to serve the State of Georgia is more than a project. It’s our purpose.
We are growing and excited to add individuals to our team who share our commitment to public service – building stronger communities, inspiring economic resilience, and improving quality of life for communities across Georgia and beyond.
Our Culture – How We Operate
We disseminate knowledge through research, scholarship, and instruction. We collaborate internally across our areas of expertise and across the university with academic researchers to bring best practices and expert insights to the governments and communities we serve. We are committed to fielding a team of experts who have a variety of professional and academic experiences and are grounded in our culture of excellence and approach our work with Georgia’s governments in a comprehensive and objective fashion.
College/Unit/Department website www.CVIOG.uga.edu Posting Type External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
Normal business hours are M-F, 8-5. After hours may be needed on occasion.
Advertised Salary Commensurate with Experience Posting Date 05/21/2025 Open until filled Yes Closing Date Proposed Starting Date 07/01/2025 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement
The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected 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 Public Service Professional AD FLSA Exempt FTE 1.0 Minimum Qualifications
Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Summary
Preferred Qualifications Position Summary
The Administrative Operations Manager – Director’s Office is responsible for supervising and coordinating the administrative functions of the Director’s Office at the Institute of Government. The administrative functions cover a wide range of focus including logistical, financial, donor and alumni relations, faculty affairs and all incoming inquiries into the Director’s Office. The incumbent will serve as the primary administrative, project and support staff for the Director including monitoring internal and external deadlines. The Administrative Operations Manager will also facilitate communications for the Director’s Office, in partnership with the Associate Director for Finance and Administration.
Major responsibilities include prioritizing and managing the Director’s complex workflow, calendar, and travel, serving as the initial point of contact with the office and preparing a variety of documentation for the Director, supporting promotion processes, compiling information for annual reporting for strategic planning, and meeting materials. The incumbent will support the Director with various initiatives and special projects including the Biennial Institute for Georgia Legislators, the Georgia Legislative Leadership Institute, and other strategic initiatives, as needed. The Administrative Operations Manager will coordinate business operations and financial workflow for the Director’s Office, working with the appropriate Business Manager and the Fiscal Affairs team.
Knowledge, Skills, Abilities And/or Competencies
The Administrative Operations Manager position for the Director’s Office is a highly responsible and visible position. The role is designed to ensure operational excellence within the Director’s Office and effectively coordinate with internal and external partners and stakeholders.
Success in the role demands a mix of interpersonal, organizational, and execution skills to navigate the complex and competing administrative and operational needs of the Director’s Office.
• Ability to anticipate the needs of the Director and proactively address those needs
• Ability to communicate with impact and influence, both verbally and in writing
• Ability to foster trust and build relationships across all levels of the organization: leadership, faculty, staff, and external partners
• Proven organizational skills; demonstrated ability to manage competing priorities and meet deadlines
• Self-starter who embraces innovation and problem-solving
• Ability to manage confidential information with discretion
• Proficient with computer skills and the Microsoft Office Suite of products
• Knowledge of core administrative processes—meeting preparation and management, procurement, invoicing, payment processing and related financial transactions
Physical Demands
Standard office environment.
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? 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 .
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
Strategic and Operational Coordination
• Serve as the liaison and initial point of contact for the Director, maintaining extensive contact with leadership, faculty, staff, students, and external constituencies.
• Prioritize, coordinate, manage and track the Director’s daily schedule and communications.
• Regularly brief the Director on deadlines and research and gather all necessary information to prepare the Director for daily activities and commitments.
• Stay informed about current situations and be prepared to provide insight and recommendations.
• Maintain efficient flow of correspondence, reports, requests, and draft letters as the Director’s representative.
• Initiate and respond to requests and inquiries, both verbal and written, for the Director, upholding a strict level of confidentiality on highly sensitive matters.
• Manage the Director’s travel, including completing UGA travel forms, setting up travel arrangements, providing travel itineraries, preparing expense reports for the Director’s reimbursements.
• Write, distribute, and retain agendas/minutes and any documents as the Director needs.
• Coordinate events and meetings hosted by the Director.
• Organize and coordinate the proper implementation of approved internal and university business processes and workflows for the Director’s Office.
• Manage the execution of financial transactions supporting the business needs of the office and serve as point of contact for vendors of the Director’s Office.
• Manage and provide oversight for the execution of internal Institute of Government processes related to Director’s Office, including personnel and human resources.
• Ensure that all deliverables, office communications, and commitments are completed in a timely manner.
• Supervise the Director’s Office Administrative Assistant.
Percentage of time 30 Duties/Responsibilities
Strategic Communications & Relationship Building
• Interact with the Institute of Government leadership, Office of the Vice President for Public Service and Outreach, PSO faculty and staff, and other institute partners to build relationships and better understand the work of PSO units and stakeholders, available resources, and opportunities for innovative partnerships and growth.
• Build and maintain strong relationships with strategic partners, including other educational institutions, industry partners, and organizations.
• Manage Director’s Office communications related to donor gifts and acknowledgements.
• Draft, review, and edit communication materials such as emails, reports, presentations, ensuring clarity and professionalism.
• Monitor and respond to feedback and inquiries from the University community and strategic partners, ensuring timely and effective communication.
Percentage of time 30 Duties/Responsibilities
Project and Process Management and Execution
• Manage and coordinate institute-wide recognition events and activities.
• Manage the faculty/staff awards nominations process for the Institute.
• Coordinate the selection process for PSO Academies and committees.
• Support the Director’s efforts related to the faculty promotions process.
• Provide data and information that is vital to moving strategic initiatives and special projects forward, as requested.
• Develop comprehensive project plans and timelines for special projects, as assigned, ensuring all tasks and milestones are clearly defined and achievable.
• Monitor the progress of each project or program, ensuring that all deliverables are met.
• Manage vendor relationships, including negotiating contracts, overseeing the quality and delivery of goods and services, and ensuring compliance with university policies and standards.
• Identify and mitigate any risks or challenges that may arise during the project lifecycle, implementing contingency plans as needed.
• Provide regular updates to the Director and other senior leaders on the status of each project, highlighting key achievements, challenges, and next steps.
Percentage of time 30 Duties/Responsibilities
Reports and Presentations
• Create detailed and well-structured documents such as talking points, briefing documents, reports, and summaries.
• Review and edit documents for clarity, coherence, and accuracy.
• Create comprehensive and visually appealing presentations that effectively communicate key messages to a wide range of audiences, including university leadership, faculty, staff, students, and external partners.
Percentage of time 10
Contact Information
Recruitment Contact
Contact Details
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name Tracy Harper Recruitment Contact Email trharper@uga.edu Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
• * How did you hear about this vacant position?
• UGAJobs (UGA's job board)
• LinkedIn
• Handshake
• Indeed.com
• HigherEdJobs
• A current UGA employee
• Other (please provide resource)
Applicant Documents
Required Documents
• Resume/CV
• Cover Letter
• List of References with Contact Information
Optional Documents
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