Administrative Associate II

Responsibilities

• Event planning.
• Process payment requests, purchase orders, and travel reimbursements through the University of Georgia Financial Management System.
• Facilitate travel authorities and travel expense statements.
• Coordinate logistics for statewide workshops, conferences, and training events, including preparing meeting packets, agendas and coordinating activities, for FACS specialists.
• Design and produce a variety of media, including exhibits, educational and training materials, visual aids, and publications.
• Manage a library of teaching supplies and Extension exhibits for distribution to county Extension offices.
• Assist with the dissemination and distribution of educational materials to Extension Agents.
• Facilitate requests for specialist assistance from county Extension personnel.
• Ensure timely and professional responses to phone and email inquiries from internal and external stakeholders.
• Maintain and update various FACS Extension websites and listservs.
• Organize, facilitate, and record minutes for various meetings, as needed.
• Schedule the Hoke Smith Annex Conference Room.

• Classification
  
  Title:
  
  Administrative Assistant II
• FLSA:
  Non-Exempt
• FTE: 1.00
• Minimum Qualifications:
  
  High school diploma or equivalent and 2 years of related experience

• Familiarity and/or the ability to quickly learn UGA Financial Management System, UGA@Work, UGAMart, GAIL, web software (Expression Engine), and Microsoft Windows-based applications such as Word, Excel, and Outlook, Adobe Acrobat Professional, Adobe InDesign, Adobe Illustrator, Canva, etc.
• Ability to work in an open work environment with interruptions and high activity.
• Ability to remember, organize, and consistently focus on a large amount of detail.
• Demonstrated ability to coordinate and manage multiple competing priorities in an organized and efficient manner to meet deadlines.
• Demonstrated initiative to help others, including guests and other office staff, as needed.
• Commitment to teamwork and a collaborative culture.

• Siting and working at computer.
• Lifting at least 10 lbs.

• 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
• Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):
  No

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.

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.

• Serve As Administrative Support For The FACS Extension Specialists
• Maintain a central point of contact for FACS Extension Faculty and staff at the Hoke Smith Annex; manage financial transactions, travel coordination, and event planning.
• Schedule and coordinate events, meetings, and trainings; prepare meeting packets and agendas; manage media design and resource materials.
• Coordinate and oversee office operations including supply inventory, website and listserv maintenance, and scheduling shared spaces.
• Facilitate communication and service requests; collaborate on facility upkeep.
• Strong customer service skills expected due to frequent…