Outreach Administrative Assistant

Posting Details

Posting Details

Posting Number S12423P

Working Title Outreach Administrative Assistant

Department Franklin-School of Music

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

College/Unit/Department website

Posting Type External

Retirement Plan TRS

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Part Time

Work Schedule

Additional Schedule Information

M-F 8-5 Flexible during traditional work hours.
Some evening and weekend work is required

Advertised Salary Commensurate with Experience

Posting Date 07/25/2024

Open until filled Yes

Closing Date

Proposed Starting Date 09/01/2024

Special Instructions to Applicants

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 0.75

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

Requires technical knowledge in the field obtained through a 2- or 4-year degree. A degree or certificate in an arts-related program and/or familiarity with music- or arts-related outreach program operations preferred.

Position Summary

The Outreach Administrative Assistant oversees administration, billing, scheduling, hiring, and day-to-day management for the Outreach Program. The HHSOM outreach programs reach hundreds of students and families each year. The primary vehicle is the Community Music School, which enrolls over 350 students in weekly lessons and classes each semester, and employs over 70 graduate students as teachers. Outreach also includes our String Project, Summer Camps, and other events.

Knowledge, Skills, Abilities and/or Competencies

• Excellent interpersonal, organizational, and written and oral communication skills
• Keen attention to detail
• Strong problem-solving, analysis, and communication skills
• Demonstrated creativity, flexibility, and self-motivation
• Ability to exercise discretion with sensitive confidential information
• Ability to work with diverse populations within an academic environment
• Knowledge of MS Excel, Word, Outlook, Quickbooks, and Adobe programs
• Ability to work in a fast-paced environment with high demand
• Ability to interpret policies and procedures and effectively communicate these to both students and faculty and parents.
• Demonstrated leadership skills and the ability to work both independently and as part of a team
• Familiarity with social media platforms and marketing techniques

Physical Demands

Sit/stand for extended periods 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? Yes

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

Registration and Billing

• Manage the day-to-day transactions, communications, and traffic for all outreach programs.

Percentage of time 30 Duties/Responsibilities

Records Maintenance

• Maintain all registration records, program for minors forms, scheduling, payments, etc.

Percentage of time 30 Duties/Responsibilities

Special event planning and scheduling

• Room reservations, planning for dozens of public recitals, concerts, and other events each semester.

Percentage of time 20 Duties/Responsibilities

Marketing and Public Relations

• Promotion of HHSOM Outreach programs through traditional and social media channels.

Percentage of time 10 Duties/Responsibilities

Miscellaneous

• Miscellaneous administrative duties as assigned.
• Assist with daily operations, arising situations and matters.

Percentage of time 10

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 Stephen Fischer

Recruitment Contact Email sfischer@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

Optional Documents