Executive Assistant to VP Instruction

Executive Assistant to the VP for Instruction

This position provides administrative, project, and executive support to the Vice President for Instruction and Associate Vice Presidents as well as oversees and coordinates the day-to-day activities of the office. The person filling this position will serve as the principal point of administrative contact and liaison with internal and external constituencies. Specialist support services in the areas of budget and fiscal management, public and community relations, faculty affairs, general business administration and/or student affairs may be necessary.

Knowledge, Skills, Abilities and/or

Competencies:

The preferred candidate will demonstrate:
Strong organizational skills Ability to be service focused and to work independently Ability to prioritize workflow and advance the goals of the Office of Academic Programs Strong written and oral communication skills Ability to work independently and efficiently, managing multiple tasks Direct experience in the role of executive-level office support, and an understanding of academic institutions Ability to solve problems, multi-task, and work as a valued member of a team Experience in planning and supporting institutional activities Advanced Microsoft skills, including:
Microsoft Word Spell and grammar check Create/modify styles, tables, insert images and objects Manipulation of various file formats Excel Use of formulas Multiple sheets in workbooks Formatting, etc. Printing spreadsheets Ability to mail merge with various data source formats to create customized letters, e-mails, labels, etc. PowerPoint Create and update presentations Outlook Calendar entries and contacts Confidentiality Due to the nature of the position, the most qualified candidate should demonstrate the ability to use independent judgment and discretion with confidential information

Physical Demands:
Normal office functions, including:
Walking short distances on the UGA campus to pick up and deliver time-sensitive items on and off campus;
Lifting/carrying boxes of approximately 15-20 pounds;
Bending, lifting, and stooping for filing.

Duties/Responsibilities:
Office Management:
Manage all calendar appointments for the Vice President for Instruction and two Associate Vice Presidents. Ensure all calendar appointments are accurate and updated with the appropriate event information and location. Maintain confidential and highly sensitive mail and filing system. Monitors deadlines and brings issues to the attention of the Vice President. General Administration:
Provide general administrative support for the Vice President and Associate Vice Presidents. Greet visitors, answer telephone and handle incoming mail. Independently compose, proof and edit correspondence and other documents for the Vice President's signature and distribution. Serve as administrator for VPI email and various list servs. Order Departmental Parking Passes Financial Support:
Support for various OVPI budgetary processes such as summer instruction budget, TA funding requests and teaching enhancement funds and other initiatives. This would include preparing spreadsheets for campus proposals, reviewing funding requests from campus units, preparing summaries and sending out award letters to recipients. Process travel expense statements, payment requests, reimbursements, purchase orders and other financial transactions for all fund types.

Order supplies for VPI. Personnel management:
Process position changes and job postings in UGAJobs for the Vice President's office. Serve as Faculty Affairs Liaison, checking appointment packages and approving unit hiring proposals as needed. Oversee student workers in the Office of the Vice President and work collaboratively with other staff in OVPI departments to maintain all operations in the office. Special Events:
Coordinate special events for the Office of the Vice President to include staff recognition reception, VPI directors retreat and various other events in the VP's office. Order awards (years of service and staff awards). Manage correspondence and recognition of OVPI donors for various gifts. Building/Equipment Administration:
Check in/out keys for employees in New College – provide card access. Serve as the building security contact to UGA Police. Submit and track building maintenance requests. Manage the schedule for the OVPI conference rooms in New College. OVPI telephone representative. Work with VPI IT personnel to manage equipment inventory and perform annual inventory verification.