Administrative Assistant to Department Head

Posting Number: S14712P

Working Title:

Administrative Assistant to the Department Head

Department:
Franklin-History

University of Georgia Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university. The proof is in our more than 240 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 established School of Medicine.

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

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.

• 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 – 35%

• Answer phones, handle mail, make photocopies, order office supplies, furniture, arrange for repair and maintenance of offices, maintain lost and found, manage photocopy machine lease agreements, and serve as telephone services liaison.
• Maintain key inventory and key distributions and returns.
• Assist BSSR with emergency building protocols and tasks.
• Maintain departmental inventories and work with Franklin IT on technology and data needs and compliance.
• Provide administrative support to assist students pursuing internships in Museum Studies and Applied History.
• Provide administrative support for Christine Lasik‑White and Humanities Internship Program.

Managing Finances and Records – 30%

• 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 – 20%

• Arrange travel and reimbursement on behalf of outside speakers, job candidates, prospective graduate students, and visitors.
• Arrange 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 – 15%

• Draft thank‑you letters to department donors.
• Assist with drafting of alumni newsletter.
• Serve as administrative liaison to donor circle and alumni advisory board.
• Serve as liaison to Franklin…