Administrative Assistant to Department Head

Position Summary

This position is the first point of contact for the department and the main point of contact for all vendors and suppliers and must be pleasant and able to work with all personalities. Significant duties entail tracking department accounts and expenditures. This person will compile surplus lists, submit work orders for building needs, and oversee mail services and distribution.

High school diploma or equivalent and 2 years of related experience.

• Demonstrated ability to coordinate and manage multiple competing 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 and attention to detail.
• Software experience and expertise in:
  • MS Office Suite
  • Adobe

Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.

Administrative and Clerical Support

• Answering phones, handling mail, making photocopies, ordering office supplies, furniture (new or disposal of old), arranging for repair and maintenance of offices, maintaining lost and found, maintaining photocopy machine lease agreements, and serving as telephone services liaison.
• Maintaining key inventory and key distributions and returns.
• Assist BSSR with emergency building protocols and tasks.
• Maintaining departmental inventories and working with Franklin IT on technology and data needs and compliance.
• Provide administrative support to assist with students pursuing internships (paid or otherwise) in Museum Studies and Applied History.
• Provide administrative support for Christine Lasik-White and Humanities Internship Program (Lasik-White will be working from our department on regular basis).

Managing Finances and Records

• Process purchase orders, invoices, and expense statements in coordination with the Franklin Business Services Center.
• Assist faculty in processing travel and expense reimbursements.
• Assist the Department Head in managing departmental accounts.
• Assist the Graduate Coordinator in managing graduate student payroll.
• Provide payroll support and communications for hiring of part-time or seasonal students or other workers.

Coordinating Travel and Events

• Arrange for travel and reimbursement on behalf of outside speakers, job candidates, prospective graduate students, and visitors.
• Arrange for restaurant reservations and catering of events, coffee, book parties, and other social events featuring food or drink.
• Organize Accepted Student open house for prospective graduate students.
• Provide event support, including vendor/supplier or venue selection and setup and cleanup as needed.

Donor and Alumni Relations

• Draft thank you letters to department donors.
• Assist with drafting of alumni newsletter.
• Serve as administrative liaison to donor circle.
• Serve as administration liaison to alumni and alumni advisory board.
• Serve as liaison to Franklin Development and Alumni Relations.
• Handle deposit and processing of donor checks.

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).

Athens Area

Employee

Benefits Eligible