Location: Athens,GA, USA
Position Information
Classification Title Office/Clerical Lead FLSA Non-Exempt FTE 1.00 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
The Department of Crop and Soil Sciences is a multifunctional, multidisciplinary department committed to excelling as an authority in the crop, soil, and environmental sciences. The department supports research, teaching, and UGA Cooperative Extension programs at the Athens, Griffin, and Tifton campuses. As a respected provider of both leading-edge technology and science-based knowledge, we serve a clientele that includes students, farmers, agribusinesses, consumers, nonprofits, and governmental agencies.
The position provides comprehensive administrative and project management support, and is responsible for a broad and complex set of assignments related to Departmental operations. The Assistant to the Department Head will anticipate, initiate, and coordinate administrative and clerical matters and coordinate departmental operations with the Office of the Dean. This position will interface with faculty, students, members of the public and administrators at the College and University level. This role will coordinate faculty relations, promotion and tenure, post tenure review and other human resources concerns. The position uses a high level of confidentiality and professionalism.
Knowledge, Skills, Abilities and/or Competencies
* Ability to remember and utilize a large amount of data, close attention to detail, and comparing data and information.
* Continual use of computer technology.
* Ability to verbally interact with a variety of individuals including faculty, staff, stakeholders, and management.
* Ability to organize information in a logical manner.
* Knowledge of or ability to quickly learn university policies and procedures
* Knowledge of various software and programs used at UGA, e.g., MS Office Suite, UGAJobs, etc
Physical Demands
* Normal indoor office environment.
* Sitting, standing and some light (~10-20 lbs) lifting assisted or unassisted.
* Driving as needed to perform job duties.
Is driving a responsibility of this position? Yes 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
Assistant to Department Head (DH)
* Serve as first point of contact for people contacting the DH.
* Schedule departmental and Executive Committee meetings.
* Compose, type and distribute meeting notes, routine correspondence, or reports such as presentations, or expense, statistical or monthly reports.
* Work with DH to ensure important administrative tasks get accomplished by planning for upcoming deadlines.
* Manage calendar and make travel arrangements for DH.
* Organize and maintain confidential administrative records, general departmental correspondence, files, and faculty and staff evaluations.
* Prepare and supervise compilation of technical and complex reports for department, college and university program review annual reports, new degree programs, and assessments.
* Organize department retreats.
* Anticipate office and organizational needs and deadlines, and take proactive steps to ensure all materials are prepared and accurate for the Department Head.
* Assist with the development of award nomination packets for faculty, staff, and students. Manage a complex and demanding calendar and all events for the DH, including scheduling, coordinating, and arranging a variety of meetings, seminars, and retreats. Work to obtain locations, venues, catering, agenda preparation, etc.
* Meets regularly with the DH and work independently. Exercise discretion, confidentiality, and judgment in carrying out all responsibilities.
* Assist the Associate DH with HATCH proposal and reporting and impact statements.
* Communicate policies and procedures to faculty, staff and students
Percentage of time 50 Duties/Responsibilities
Departmental Human Resources Support
* Coordinate faculty recruitment process by seeking approval for position announcements and ads, maintaining files on applicants received, corresponding with applicants to schedule interviews, etc.
* Assist faculty search committees with scheduling all aspects of interviews
* Initiate faculty, staff, temporary and postdoctoral position requests to fill forms and position description, posting, and hiring proposal requests in UGAJobs applicant tracking and position management system.
* Provide administrative assistance with graduate faculty appointments and re- appointments, promotion/tenure, 3rd year reviews, and post-tenure reviews.
* Interface with CAES International Programs and OGE staff to ensure that faculty, staff and post-doc VISAs are up to date and renewed in a timely manner.
Percentage of time 45 Duties/Responsibilities
General Office Support
* Assist and occasionally cover for other members of the office staff to ensure that daily needs are met.
* Communicate problems and solutions to increase efficiency and service within the office.
* Greet and assist visitors in a professional and welcoming manor.
* Assist faculty and other staff with the planning of departmental events including student recruitment, awards and socials.
* Other duties as assigned in keeping with the administrative specialist role.
Percentage of time 5
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 Niki Walden Recruitment Contact Email ...@uga.edu Recruitment Contact Phone 706-###-####
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
* Resume/CV
* List of References with Contact Information
Optional Documents
* Cover Letter
Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (...@uga.edu).
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.