Executive Assistant to the Deputy AD of Finance

EXPIRED

Posting Details

Posting Details

Posting Number

S11698P

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Posting Details

Posting Details

Posting Number

S11698P

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Working Title

Executive Assistant to the Deputy AD of Finance

Department

Athletics-Business 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

02/21/2024

Open until filled

Yes

Closing Date

Proposed Starting Date

03/11/2024

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 for the Deputy AD of Finance and Business Office. This position will provide administrative, project, and executive support as well as assist with other responsibilities as needed to enhance the operations of the Business Department. This position is responsible for serving as the principle point of administrative contact and liaison with internal and external constituencies and will provide specialist support services in the areas of budget and fiscal management, public and community relations, general business administration, and/or student affairs, depending upon the functional area supported. | | Knowledge, Skills, Abilities and/or Competencies |
- Excellent computer skills including an extensive knowledge of Microsoft Office suite (Outlook, Word, and Excel). - Demonstrated ability to juggle multiple tasks and work cooperatively and effectively with a wide range of staff across a department. - Excellent communication and customer service skills. - Knowledge of business office functions such as Accounts Payable and Receivables. - Be an independent thinker, self-motivated, and accustomed to working in a high volume, fast-paced, detail-oriented work environment. - Attention to detail and organizational skills are crucial for this position. - Ability to effectively respond to questions from a diverse constituency of stakeholders. | | 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.

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Duties/Responsibilities

| Duties/Responsibilities |
Provides administrative support to the Deputy Athletic Director of Finance and manages the day-to-day operation of the Athletics Business Office.

• Serve as internal/external representative for all operational functions and and first point of contact for internal and external constituencies.
• Manage day-to-day office functions and handle confidential matters for the Deputy AD of Finance as requested.
• Screen and develop communications, draft correspondence for Deputy AD of Finance’s signature.
• Responsible for prioritizing inquires and information and working in cooperation with Deputy AD of Finance to delegate assignments to appropriate units for handling or response.
• Oversee clerical support functions.
• Compose, type, and collect meeting agenda topics as well as routine correspondence.
• Ensure timely resolution of critical issues and other matters.
• Manage calendars, email, track and follow up on communications.
• Create written correspondence, proofread, and review grammatical content.
• Route incoming and outgoing business office paperwork.
• Greet visitors to the office, answer phone calls and provide information to callers and visitors, take messages, or transfer calls to appropriate individuals.
• Assist with preparation of annual budgets, maintain records of purchases/expenditures.
• Order office supplies and purchase all office equipment. | | Percentage of time | 50 |

| Duties/Responsibilities |
- Serve as a point of contact for Deputy AD for Finance on highly sensitive and complex issues, maintaining confidentiality. - Interpret and advise others on policies and procedures of the Business Office. - Perform research and analysis on specific issues, as needed, and independently prepare non-routine letters and/or reports, which may be highly sensitive and confidential in nature. - Maintain record keeping and filing systems including sensitive and confidential information. - Manage information and paperwork related to the Business Office’s programs and initiatives. | | Percentage of time | 25 |

| Duties/Responsibilities |
- Responsible for coordinating all UGAA board and committee correspondence and meetings. - Prepare athletic board book information. - Plan and schedule department events, functions and luncheons. | | Percentage of time | 10 |

| Duties/Responsibilities |
- Responsible for performing review and approvals of assigned vendor payments. - Provide specialist support services in the areas of budget and fiscal management. - Contribute to team work. | | Percentage of time | 10 |

| Duties/Responsibilities |
- Other duties and projects as assigned. | | 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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