Office Manager

Posting Details

Posting Details

Posting Number S12672P

Working Title Office Manager

Department COE-Education Dean's Office

About the University of Georgia

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

As the 4th largest public college of education in the country and the 3rd largest college at UGA, the Mary Frances Early College of Education (MFECOE) improves the lives of residents of Georgia and beyond through our instruction, research, and service. The MFECOE is a comprehensive college with disciplines focused on teacher preparation, counseling and human development, communication sciences, human movement sciences, career development, student affairs, and educational administration and policy. We place significant emphasis on graduate education with approximately 40% of our students at the graduate level, making us the second largest college at UGA with respect to graduate education.

Named for Mary Frances Early, UGA's first African American graduate, in February 2020, the MFECOE has a long and distinguished history as a leader in diversity, equity, and inclusion. Our other strengths include a) partnerships with multiple units on campus, in the local community, and across the state of Georgia, b) faculty expertise manifested in well- regarded scholarship and applied practice, and c) recognition of our academic programs by external stakeholders.

For more information about UGA, visit http://www.uga.edu; for Athens, visit http://www.visitathensga.com; and for Georgia, visit http://www.georgia.gov.

College/Unit/Department website coe.uga.edu

Posting Type External

Retirement Plan TRS

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Full Time

Work Schedule

Additional Schedule Information

Monday - Friday 8am to 5pm

Advertised Salary Commensurate with Experience

Posting Date 09/19/2024

Open until filled Yes

Closing Date

Proposed Starting Date 10/07/2024

Special Instructions to Applicants

This position will be house in The Mary Frances Early College Education Department of Mathematics, Science, and Social Studies Education.

Location of Vacancy Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.



Position Information

Classification Title Office/Clerical Lead

FLSA Non-Exempt

FTE 1.0

Minimum Qualifications

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Position Summary

This position serves as the first point of contact for the department. Responsibilities include performing administrative support, course scheduling management, faculty and student support, and financial duties with wide latitude for exercising discretion and judgment. This staff member works closely with the Business Manager providing assistance with professional-level accounting work and preparation of financial reports, travel authorizations, expense reimbursements, payment requests, and purchase requests in a thorough and timely manner. Interpreting written policies and procedures and explaining them to others is essential to this position. All department inventory is maintained by this position. This staff member utilizes UGA Jobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals.

Knowledge, Skills, Abilities and/or Competencies

• Working knowledge of UGA practices, procedures, and systems
• Proficiency in Microsoft Office applications
• Complete tasks accurately and efficiently
• Willing to attend training to become proficient in various programs necessary to complete job duties
• Proficiency with office equipment such as copier and multi-line telephones
• Self-starter
• Strong organizational skills and time management skills
• Excellent written and verbal communication and interpersonal skills
• Ability to use discretion with confidential information
• Ability to follow oral and written instructions
• Ability to develop positive relationships with students, faculty, staff, and visitors
• Ability to work in a busy environment with many distractions
• Work collaboratively and cooperatively in groups

Physical Demands

Sit at a computer and/or stand for an extended time of time.

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

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes

Credit and P-Card policy

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.

Background Investigation Policy

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.



Duties/Responsibilities

Duties/Responsibilities

Administrative Support

• Serve as the first point of contact for the office and maintain an excellent atmosphere of customer service to students, faculty, staff, and the general public
• General office responsibilities such as mail distribution, phone and email routing, organization of department spaces, supplies, managing department listserv, departmental announcements, department file (paper/electronic) maintenance
• Coordinate meeting locations and classroom reservations
• Assist Department Head, Departmental Leadership, and faculty with planning and implementing departmental events such as retreats, professional development activities, and workshops, etc.
• Verify semester syllabi has been uploaded to the UGA syllabus system by faculty
• Create and maintain databases as requested by Department Head
• Work closely with search committees to help facilitate a successful search process
• Attend staff meetings and other meetings as assigned
• Assist Department Head with faculty and graduate student course evaluation system and management of course evaluations
• Compose routine letters, email communications, and other communications

Percentage of time 25 Duties/Responsibilities

Business Affairs and Human Resources Support

• Assist with the preparation of financial reports
• Work with faculty and students to prepare and initiate travel authorizations, expense reimbursements, payment requests, and purchase requests to be approved by the Business Manager
• OneSource/OneUSG Departmental Backup- approve payment requests, purchase requests, travel authorizations, and expense reimbursements in the Business Manager's absence
• Utilize UGAjobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals
• Process paperwork for visiting scholars; assist visiting scholars with obtaining ID cards, library access, and office space
• Assist with paperwork for international faculty, visiting scholars, post-docs and students visa status
• Gather and process paperwork for part-time and full-time Faculty Appointment packages prior to deadlines (to turn over to Business Manager for financial processing)
• Assist Department Head with faculty promotion and tenure applications and dossier preparation and management
• Assist Department Head in management of department faculty updated curriculum vita, annual faculty evaluations, and ELEMENTS reports needed for annual faculty evaluation
• Demonstrate core competencies and seek continuous training and professional development to enhance knowledge, skills, and abilities
• Prepare letters and paperwork for students and faculty

Percentage of time 35 Duties/Responsibilities

Faculty Support

• Assist new faculty with orientation to the department, college, and university by providing information and answering questions
• Support faculty with routine tasks related to teaching or research involving collecting forms, filing paperwork, or preparing materials
• Assist with communications and logistical arrangements for guest speakers, visiting alumni, prospective students, or other persons associated with departmental functions

Percentage of time 10 Duties/Responsibilities

Student Support

• Serve as backup to clear students for registration as requested by faculty
• Assist students and families with general questions as they visit the office, during campus visits, orientation, and prospective student events
• Manage GA office space and answer routine questions
• Student Affairs Professional Backup- admissions, graduation requirements, and other associated student support activities

Percentage of time 10 Duties/Responsibilities

Operations and Logistics Management

• Serve as the department phone representative
• Maintain department's key inventory/distribution and parking pass
• Maintain equipment maintenance records, computer rotation list, yearly equipment inventory reports, and surplus equipment and inventory
• Primary point of contact for service calls for copiers, printers and other office equipment.
• Work with Department Head and Business Manager along with Facilities Management to coordinate physical office changes, including but not limited to furniture relocation, construction, etc.

Percentage of time 5 Duties/Responsibilities

Course Scheduling Management

• Serve as Section Officer in Banner: Will work with Program Coordinators to load, modify, and cancel courses for each semester
• Serve as Scheduling Officer to request classroom scheduling for courses each semester
• Issue student overrides for course registration as requested by faculty

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

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

Recruitment Contact Name Katrina Neidlinger

Recruitment Contact Email katrinaa@uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*). Applicant Documents Required Documents

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information

Optional Documents