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ADMINISTRATIVE ASSOCIATE I

Company: University of Georgia
Location: Athens
Posted on: February 9, 2024

Job Description:

Posting Details



Posting Details




Posting Number
S11614P


Working Title
ADMINISTRATIVE ASSOCIATE I


Department
FMD-Svcs-Blding Svcs


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
The University of Georgia Facilities Management Division is the largest of seven (7) divisions reporting to the Vice President for Finance and Administration. The exceptional staff of over 900 personnel within the division manage, operate and maintain campus landscapes, buildings and infrastructure to promote the long-term sustainability of the University.


College/Unit/Department website
fmd.uga.edu


Posting Type
External


Retirement Plan
TRS


Employment Type
Employee


Benefits Eligibility
Benefits Eligible


Full/Part time
Full Time


Work Schedule



Additional Schedule Information
Monday-Friday, 7:00 AM-4:00 PM
Some night and/or weekend work may be required to meet the needs of the department.
No on-call, Not an essential worker


Advertised Salary
$36,300 or commensurate with experience


Posting Date
02/06/2024


Open until filled
Yes


Closing Date



Proposed Starting Date
03/18/2024


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
Office/Clerical Assistant


FLSA
Non-Exempt


FTE
1.00


Minimum Qualifications
Requires are 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
This is a critical position that provides administrative support to FMD Building Services and maintains effective custodial operations within the Building Services operational unit. This position will report directly to the Office Manager for Building Services and the Assistant Director who is responsible for North Campus custodial operations comprised of approximately 325+ employees. The Administrative Associate I will also support Four (4) Managers within the North Campus unit and will coordinate all administrative work within the unit


Knowledge, Skills, Abilities and/or Competencies
Proficient in Word, Excel, Outlook, and quickly adaptable on all internal UGA computer systems.
Considerable knowledge of business English, spelling, punctuation, etc.
Ability to learn new automation systems and applications.
Organizational skills, and the ability to multi-task.
Ability to use discretion with confidential information.
Ability to work effectively with a diverse group of employees.
Typing, 10-Key, and familiarity with office machines and equipment (copier, scanner, multi-line telephone, etc.).


Physical Demands
Sit and work at a desk computer throughout an 8 hour work shift.
Operate standard office equipment.
Communicate via email and phone.


Is driving a responsibility of this position?
No


Is this a Position of Trust?
Yes


Does this position have operation, access, or control of financial resources?
No


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 website.





Duties/Responsibilities




Duties/Responsibilities
Answer telephone and direct customers to appropriate resources.
Answer general questions concerning customer work requests and/or policy and procedures.
Deliver campus mail and communications.
Consolidate various documents, completion certificates, training rosters and turn in to respective requesting organization.
Forward mass distribution emails as directed.
Update Listserv for incoming and vacating employees.


Percentage of time
40




Duties/Responsibilities
Prepare New Hire monthly evaluation folder.
Prepare sensitive documents related to personnel issues and business operations.
Prepare and update data and reports for personnel and other administrative requests.
Maintain various contact lists (employees, Supervisor, Building contacts, Customer contacts, etc.).
Request information for any prospective retiring employees.
Cross reference AiM entries, daily time reports and OneUSG Connect to ensure proper record keeping.
Supports all Building Services employees with OneUSG Connect payroll system.


Percentage of time
40




Duties/Responsibilities
Facilitates interview panels and conducts reference checks for all Services interviews.
Access and update UGAJobs during the recruitment and hiring process.
Make purchases in UGAMart.
Prepare interview packets and submit completed candidate selection packets to HR.


Percentage of time
10




Duties/Responsibilities
Order office supplies
Uniform ordering
Ensure parking passes are received for each state vehicle
Assists with the replacements of ID Badges


Percentage of time
5




Duties/Responsibilities
Assist with scheduling reoccurring and customer meetings as needed (in-person, outlook calendar, Zoom, etc.) Schedule venues to host meetings.
Copier/Fax Support. Assist staff with operation of copy machine; call or send an email to the company when maintenance/supplies are needed; report copy count to vendor when requested.
Other duties as assigned.


Percentage of time
5



Keywords: University of Georgia, Athens , ADMINISTRATIVE ASSOCIATE I, Administration, Clerical , Athens, Georgia

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