Assistant to Department Head

Job Title

Assistant to Department Head

S14463P

Franklin-Genetics

Athens Area

Full Time

Commensurate with experience

12/03/2025

This position supports the administrative functions of the Genetics Department and provides the Department’s interface with the public, students, university administrators, faculty, and other staff. Working with the department head and the administrative manager, the assistant to the department head will manage multiple priorities and projects and demonstrate creativity, flexibility, self‑motivation, and strong problem‑solving, analytical and communication skills. He/She will demonstrate the ability to think creatively, analytically, strategically and have verified leadership skills with the ability to work independently and as part of a team.

This position will provide administrative support to the Genetics department using various programs in the Microsoft Office suite.

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.

• Administrative Support to 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. Screens telephone calls, receives messages, schedules appointments and meetings and answers various correspondence for the Department Head. Provides information and/or instruction on the Genetics department website. 20%
• Faculty Affairs and Recruitment — Utilize UGAJobs to post vacant faculty positions, reclassify existing positions or create new positions for faculty. Coordinate all new hires and termination paperwork for Tenure/Tenure‑Track faculty and temporary faculty hires. Ensure 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.
  
  40%
• 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 event information via appropriate venues, making travel arrangements and processing all payments.
  
  25%
• 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…