Executive Assistant - Dean's Office

Executive Assistant - Dean's Office

The Executive Assistant to the Dean of the College of Engineering provides critical administrative support to the Dean and Dean’s suite, including maintaining the Dean’s calendar and schedule, managing email correspondence, and preparing and submitting travel authorizations, reimbursements, and expense requests. The role serves as the first point of contact for the Dean’s office and acts as a subject matter expert for College of Engineering administrative inquiries.

In this highly professional position, the Executive Assistant will also be the primary point of contact for the Dean’s Office and the administrative lead for the College. The role supports the goals and operations of the Dean’s Office and the College’s offices of Operations and Special Projects, Development and Alumni Relations, and Human Resources, and coordinates administrative processes and training for new assistants.

Bachelor’s degree or equivalent

Knowledge and experience with UGA systems such as OneUSG, MS Outlook, MS Teams, and UGA Mart.

• Professional written and verbal communication skills
• Strong organizational and time management skills, with the ability to manage competing priorities in a fast‑paced environment
• Ability to interpret and apply University policies and procedures and communicate them clearly to faculty, staff, and students
• Critical thinking and problem‑solving skills, with a proactive approach to anticipating needs and resolving issues
• Ability to handle confidential information with discretion
• Proficiency with standard office and financial management systems
• Attention to detail
• Experience working in a higher education setting and/or a professional office environment

• Sitting for long periods of time; extensive reading of guidelines, policy, and procedures

• Manage the Dean’s calendar, including prioritizing and responding to internal and external meeting invitations and proactively identifying action items such as travel authorizations and scheduling conflicts
• Prepare and submit purchase orders, payment requests, expense reports, travel authorizations, journal entries, and requisitions using UGAmart
• Plan and coordinate meetings and interviews, including room reservations and calendar updates for all attendees
• Monitor the Dean’s email correspondence, flagging priority items, deadlines, and required action steps
• Serve as the primary point of contact for the Dean’s Office, responding to inquiries from students, donors, faculty, staff, and external partners by phone, email, and in person

• Greet and assist visitors, faculty, students, and staff as they arrive in the Dean’s Suite
• Extend financial processing support to Dean’s Suite staff, including purchase orders, payment requests, expense reports, travel authorizations, journal entries, and requisitions using UGAmart
• Schedule and manage room reservations at Driftmier Engineering Center and Coverdell Center on behalf of Dean’s Suite staff
• Advise Dean’s suite faculty and staff on appropriate policies and procedures for the submission of financial requests
• Monitor and appropriately stock office supplies in Dean’s Suite as needed and upon request
• Support Assistant Dean‑level and higher faculty and staff searches, including coordinating on‑campus interviews and managing external job postings

• Develop and maintain training materials for administrative assistants across the College and provide onboarding training to new hires
• Coordinate and lead monthly meetings with administrative assistants across the College to share updates, troubleshoot challenges, and drive process improvements
• Meet monthly with the College Business Manager to address common issues, improve financial processing workflows, and ensure the administrative team is informed of system changes and policy updates
• Stay current on University policies affecting administrative processes and communicate relevant changes to the…