Executive Assistant to the Athletic Director

Position Information

| Classification Title | Administrative Assistant II | | FLSA | Non-Exempt | | FTE | 1.00 | | Minimum Qualifications |

High school diploma or equivalent and 2 years of related experience

| | 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. | | 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 |
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 | Amy Thomas | | Recruitment Contact Email | amy.thomas@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

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