Executive Assistant

EXPIRED

Posting Details

Posting Details

Posting Number

S11408P

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Posting Details

Posting Details

Posting Number

S11408P

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Working Title

Executive Assistant

Department

Athletics-Director'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

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 business hours of Monday – Friday, 8:00 AM to 5:00 PM. Ability to work some nights and weekends.

Advertised Salary

Commensurate with experience

Posting Date

12/11/2023

Open until filled

No

Closing Date

12/15/2023

Proposed Starting Date

01/01/2024

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).

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

This is a highly responsible position involving independent performance of administrative functions by directing the planning, organizing, and execution of the day-to-day operations of the Office of the J. Reid Parker Director of Athletics. Coordinate administrative matters and special projects that flow through the Athletic Director’s office. This position supervises the individuals who provide administrative support for the Sr. Deputy Athletic Director and Deputy Athletic Director for Finance & Administration.

Knowledge, Skills, Abilities and/or Competencies

Excellent public relations and customer service skills. Thorough knowledge of Microsoft Office Suite. Ability to use internet search engines for a variety of purposes. Ability to learn new software tools, as needed. Excellent interpersonal and critical thinking skills. Ability to forecast and plan accordingly. Working knowledge of NCAA, SEC, and UGA policies, procedures, and systems. Ability to read and write business correspondence and to communicate proficiently with individuals within and outside the University by telephone and email. Ability to effectively respond to questions from a diverse constituency of stakeholders. Ability to work independently and handle multiple tasks.

Physical Demands

Sit at a desk for long periods of time; lift and/or move up to 20 pounds.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)

No

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.

Duties/Responsibilities

Duties/Responsibilities

Administrative Support to the J. Reid Parker Director of Athletics Direct, plan, organize, and execute the day-to-day operations of the J. Reid Parker Director of Athletics office. Provide administrative support to multiple executive staff members to include scheduling and logistics of meetings, conferences, and events. Screen and coordinate communications, draft correspondence for AD’s signature, prioritize requests. Manage the generic AD email account. Track and follow up on communications. Responsible for coordination and prioritization of AD’s calendar. Coordinate scheduling between the AD and various affiliates to include staff, current and prospective student-athletes, University leadership, athletic board members, external partners, etc. Manage the scheduling of speaking engagements and interviews. Ensure timely resolution of critical issues and other matters. Handle confidential matters for the AD as requested. Ensure the AD is appropriately supported for trips: arrange travel, prepare itineraries, prepare and organize all background materials in advance. Prepare travel reimbursements in a timely manner. Manage requests for autographs and donated items as approved by the AD. Serve as administrative liaison to various outside agencies.

Percentage of time

45

Duties/Responsibilities

Office Administration Oversee and manage day-to-day operations of the J. Reid Parker Director of Athletics office to include coordinating administrative matters and special projects that flow through the AD’s office. Maintain record keeping and filing systems including sensitive and confidential information. Ensure information flow to and from the AD’s office via all types of avenues (forums, correspondence, speeches, conferences, retreats, etc. Serve as a point of contact for AD on highly sensitive and complex issues, maintaining confidentiality. Process expense reports and reimbursement requests. Assist all sports units in organizing recruiting visits and meet the team meetings with the Athletic Director. Manage information and paperwork related to University programs and initiatives. Envision and propose new opportunities, particularly with respect to the AD’s office.

Percentage of time

20

Duties/Responsibilities

Event and Travel Management Serve as the primary contact for Athletic Board of Directors and scheduling liaison for select committee meetings. Assist in the coordination of travel arrangements for AD and University President for away football games and postseason season events. Coordinate AD ticket allotment, credentials, parking requests, etc. for football games. Coordinate itineraries and travel arrangements for high-level position candidates. Assist with the planning and execution of meetings and events coordinated by the AD’s office such as Circle of Honor, coach spouses’ luncheon, monthly head coaches’ meetings, monthly senior staff meetings, other various special events, etc.)

Percentage of time

10

Duties/Responsibilities

Supervise full-time staff who offer administrative support for the Sr. Deputy Athletic Director and Deputy Athletic Director for Finance & Administration. Provide guidance and training on administrative functions needed to perform successfully.

Percentage of time

10

Duties/Responsibilities

Ensure pertinent information is released to the Athletic Board and Athletics staff in a timely manner, including but not limited to press releases, high profile position changes, congratulatory notices, etc.

Percentage of time

5

Duties/Responsibilities

Serve as backup for athletic-specific open records requests.

Percentage of time

5

Duties/Responsibilities

Other related duties as assigned by the Director of Athletics.

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

Wendy Gilfedder

Recruitment Contact Email

wgilfedder@uga.edu

Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents 1. Resume/CV Optional Documents 1. Cover Letter

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