Executive Assistant to VP Instruction

Executive Assistant III Position Summary

This position provides administrative, project, and executive support to the Vice President for Instruction and Associate Vice Presidents and 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.

• Bachelor’s degree or equivalent plus 5 years of related experience

• Strong organizational skills
• Service focused and able to work independently
• Prioritization of workflow and advancement of the Office of Academic Programs goals
• Strong written and oral communication skills
• Efficient multitasking and management of multiple tasks
• Direct experience in executive‑level office support with an understanding of academic institutions
• Problem solving, multi‑tasking, and teamwork
• Planning and supporting institutional activities

• Microsoft Word (styles, tables, images, grammar check, file format manipulation)
• Excel (formulas, multiple sheets, formatting, printing, mail merge)
• PowerPoint (create and update presentations)
• Outlook (calendar, contacts)
• Confidentiality and independent judgment with confidential information

• Walking short distances on campus to pick up and deliver time‑sensitive items
• Lifting/carrying boxes approximately 15–20 pounds
• Bending, lifting, and stooping for filing

• Manage all calendar appointments for the Vice President for Instruction and two Associate Vice Presidents, ensuring accuracy and timely updates.
• Maintain confidential and highly sensitive mail and filing system, monitor deadlines, and bring issues to the Vice President.

• Provide general administrative support for the Vice President and Associate Vice Presidents.
• Greet visitors, answer telephone calls, and handle incoming mail.
• Compose, proof, edit correspondence and documents for the Vice President’s signature and distribution.
• Serve as administrator for VPI email and various list services.
• Order Departmental Parking Passes.

• Support OVPI budgetary processes such as summer instruction budget, TA funding requests, and teaching enhancement funds.
• Prepare spreadsheets for campus proposals, review funding requests, and send award letters.
• Process travel expense statements, payment requests, reimbursements, purchase orders, and other financial transactions.
• Order supplies for VPI.

• 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 collaborate with other staff to maintain office operations.

• Coordinate staff recognition receptions, VPI directors retreat, and other events.
• Manage awards and recognition of OVPI donors for various gifts.

• Check in/out keys for employees in New College and provide card access.
• Serve as the building security contact to UGA Police.
• Submit and track building maintenance requests.
• Manage the schedule for OVPI conference rooms in New College.
• OVPI telephone representative.
• Work with VPI IT personnel to manage equipment inventory and perform annual inventory verification.

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, veteran status or other protected status. Persons needing accommodations or assistance with accessibility of materials related to this search are encouraged to contact Central HR at hrweb.

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

• Recruitment Contact Name:
  Brooke Rooks
• Recruitment Contact Email: brooks