Job ID: 296527
About Us
The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.
Location
This role is based at the Information Technology Services (ITS) office in Athens, Georgia, located at 2500 Daniells Bridge Road. Onsite attendance is required five days a week, and remote work is not offered for this position.
This position is for permanent, full-time employment. Candidates must reside in the state of Georgia or be willing to relocate to Georgia as a condition of employment.
Please note that we do not provide visa sponsorship or support visa transfers for this position at any point in time. Applicants must be legally authorized to work in the United States.
Job Summary
This position coordinates the administrative support operations or technical support operations of a Vice Chancellor, a division, or a department. Administrative support activities generally include answering telephone, drafting correspondence, managing calendars and travel arrangements, providing meeting support, maintaining databases and records, monitoring assigned projects, and preparing reports. Technical support activities generally include managing the on-boarding of contract resources assigned to specific projects, processing purchase requisitions and payment requests and purchasing supplies and equipment for the Vice Chancellor, Associate or Assistant Vice Chancellor(s) and the division or department.
Responsibilities
The amount of time spent performing the set of duties will vary based on administrative work cycles but include the following general administrative duties:
1. Answers telephone and greets visitors; provides information and assistance; takes
messages and schedules appointments; refers to appropriate personnel.
2. Composes and prepares correspondence, reports and other documents.
3. Manager's calendars for senior division staff; schedules appointments; makes travel
arrangements.
4. Provides support for virtual and face to face meetings.
5. Develops and maintains database and spreadsheet files.
6. Coordinates and provides support for a variety of assigned projects.
7. Prepares a variety of regular and special reports as assigned.
8. Coordinates administrative onboarding procedures for the division; manages division
documentation that supports personnel action requests.
9. Assists in the development of departmental budget proposals and in monitoring and
reconciling approved budgets.
10. Prepares payment requests and employee reimbursement requests for the Vice Chancellor
and other senior staff.
11. Maintains office supply inventory; makes purchases as needed; coordinates with other
administrative support staff on the acquisition and maintenance of department equipment.
12. Prepares records such as agendas, minutes and reports of meetings.
13. Serves departmental needs for arranging programs, events, or conferences; event
registrations; issues invitations..
14. Sorts and distributes mail.
15. Performs physical inventory of equipment and supplies; maintains related records.
Required Qualifications
1. Three or more years of experience performing clerical or administrative work in an office or educational environment.
2. Working knowledge of Microsoft Office Suite tools (Word, Excel, Powerpoint).
Preferred Qualifications
1. Associate's Degree preferred.
2. Equivalent combination of education and relevant experience may be considered.
Knowledge, Skills, & Abilities
Skills and attributes required for successful completion of job responsibility/duties:
1. Knowledge of modern office principles and practices.
2. Knowledge of Board of Regents policies and procedures.
3. Knowledge of budget management principles.
4. Knowledge of computers and job-related software programs.
5. Knowledge of customer service principles and practices.
6. Skill in analyzing data and preparing reports.
7. Skill in decision making and problem solving.
8. Skill in interpersonal relations and in dealing with diverse customer base.
9. Skill in oral and written communication.
10. Ability to respond diplomatically to sensitive and critical issues.
11. Ability to effectively multi-task.
USG Core Values
The University System of Georgia is comprised of our 25 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 on-line 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 on-line at https://www.usg.edu/policymanual/section6/C2653 .
Conditions of Employment
Offers of employment are subject to federal and state laws, as well as the statutes, rules, and regulations of this institution, and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG). These Bylaws and Policies are available for inspection upon request.
Equal Employment Opportunity
The University System Office is an equal employment, equal access, and equal opportunity employer. It is the policy of the University System Office to recruit, hire, train, and promote persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).
For questions or more detailed information regarding this policy please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.
Background Check
Offers of employment are subject to a background investigation, including criminal records history, to determine eligibility for employment. Additionally, credentials and employment history stated in your application materials are also subject to verification.
Based on the duties and responsibilities associated with this position, a credit check is required and will be conducted under the provisions of the Fair Credit Reporting Act (FCRA).
The University System Office holds the sole discretion in assessing eligibility for employment. Employment Type: Full-Time