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Posting Number S12052P Working Title Executive Assistant - Ecology Department Ecology-Odum School of Ecology 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 (). 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 or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information Typical schedule is Monday - Friday, 8am - 5pm. Some evening or weekend work may be required. Advertised Salary Commensurate with Experience Posting Date 05/06/2024 Open until filled Yes Closing Date Proposed Starting Date 07/01/2024 Special Instructions to Applicants Please note, a listing of references is required. References will not be contacted without candidate's permission. 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 (). Position Information

Classification Title Executive Assistants FLSA Exempt FTE 1.00 Minimum Qualifications Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications. Preferred Qualifications Position Summary The primary purpose of this position is to provide executive level support to the Dean and Associate Deans of the Odum School of Ecology. This is a high-level administrative position that conducts research, compiles and maintains data, prepares reports, and handles information requests for special projects. This person will also perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for the Dean and Associate Deans. This position will work with all levels of staff and faculty within and outside Ecology to accomplish tasks.

The Executive Assistant will be responsible for facilitating faculty evaluations and faculty promotion and tenure.

This person will also serve as Ecology's front office manager, including providing support for facilities and infrastructure, and will supervise up to three benefits-eligible positions.

The successful candidate will possess the ability to be proactive and resourceful, meet deadlines and be dependable, communicate effectively, and demonstrate attention to detail. Candidates should also be customer-service oriented and show evidence of seeking initiative to help others. The successful candidate will identify and address the needs of senior management and perform administrative tasks to ensure the unit's workflow runs smoothly. Previous experience as a high-level assistant and familiarity with office management technologies are desired. Knowledge, Skills, Abilities and/or Competencies

• Advanced technical and computer skills to support administrative functions including MS Office with an emphasis on Outlook, Sharepoint, MS Teams, PowerPoint, Excel and database skills, electronic calendar management, videoconferencing applications, and email applications
• Excellent document management skills
• Excellent project and people management skills, above par organizational skills, strong attention to detail, and ability to multi-task with demanding timeframes and deadlines.
• Excellent writing skills, with strong editing and proofreading ability
• Strong analytical/problem-solving skills using sound judgment within policy parameters.
• Proven track record of providing high quality customer service; able to train employees to provide same service.
• Strong communication and interpersonal skills to engage effectively with all staff, faculty and students.
• Strong ability to work both independently, as a supervisor and as a team member.
• Advise and counsel administration, faculty, staff and subordinates regarding pertinent matters as it relates to sensitive data.
• Ability to treat sensitive matters with discretion and maintain a high level of confidentiality.
• Diplomacy, professional appearance and demeanor, and excellent attendance. This position is expected to open the administrative offices by 8:00am each work day.

Physical Demands

• Sit at a desk and computer for moderate periods of time.
• Effectively hear and verbally communicate via telephone, email and in person.
• Pick up Administrative Office materials from across campus, as needed.
• No overnight travel required but there may be some day travel. May come to campus during unusual hours to address building concerns.
• 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 Executive Assistant Assignments:

• Provides administrative and technical assistance on a wide range of special projects as assigned by Dean and/or Associate Deans, including research and report compilation, with an understanding of both the unit and the upper administration, and an ability to prioritize issues according to urgency
• Makes high-level contacts regarding diverse school-related matters requiring diplomacy and time sensitivity
• Manages the Dean's task list and follow-up activities to assure timely completion of projects
• Shares primary responsibility for managing and scheduling the Dean's calendar, including travel arrangements for events and meetings. This will often include working with the unit's Development Coordinator and/or Director of Communications
• Assists in correspondence and routine administrative support for the Dean and Associate Deans
• Collects and prepares information for use in discussions and meetings
• Records minutes or notes of meetings, as requested
• Develops and manages a database of contacts, initiatives, and assignments
• Develops and maintains historical records for the unit (i.e., space inventory, enrollment trends, credit hours, research activity, etc.)

Percentage of time 35 Duties/Responsibilities Faculty Affairs Support:

• Provides support for faculty searches and hires, including support for search committee activities when requested
• Processes appointments for Graduate Faculty status, endowed positions, and special professorships
• Assists with Promotion and Tenure and faculty reviews
• Provides other relatable faculty affairs assistance

Percentage of time 20 Duties/Responsibilities Front Office Management & Supervision:

• Responsible for management of front office, including facilitating building, infrastructure, and maintenance requests - assisting after-hours, as needed
• Supervise, train and evaluate up to three benefits-eligible positions including the Administrative Specialist
• Oversee and manage Ecology events
• Work directly with Ecology's Director of Finance and Administration and with other personnel on special requests.

Percentage of time 30 Duties/Responsibilities Facilities and Infrastructure:

• This position will manage information on the assignment of office, lab and other spaces to OSE personnel in all Ecology buildings on and off campus.
• Obtain cost estimates associated with maintaining facilities, monitor the status
  of all facilities, and coordinate with FMD, University Architects, and the Office of Research Safety on space updates/renovations /repairs as needed.
• This position will also support the Dean in the preparation of all Major Renovations and Repairs Requests.
• This position will manage major equipment within the unit and assist with the purchase and installation of new equipment, and repair and surplusing of old equipment.
• The position will coordinate with campus security representatives to identify building security needs and upgrades.

Percentage of time 15