State Botanical Garden Director's Assistant - University of Georgia

Position Information

Classification Title Office/Clerical Lead FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires at 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 position leads all routine clerical and administrative functions for the SBG Director's office. It includes drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files and providing information to callers and staff. The Director's Assistant serves as a functional lead for coordinating communications for staff meetings, and travel logistics.

Knowledge, Skills, Abilities and/or Competencies

• Acts with Integrity

• Serves Others

• Communication

• Learning

• Makes Sound Decisions

• Experience with coordinating office clerical duties.

• Detail oriented. Tracking of communications, documents, and reports.

• Skills in Microsoft systems including teams, excel, and word, and UGA One Source and UGAMart.

• Good communication skills, the ability to coordinate meetings and timelines to complete task as efficiently as possible.

• Careful scheduling meetings communications and logistics.

• Careful documentation of meeting minutes.

Physical Demands

• Ability to sit at a desk and work on a computer for long stretches of time.

• Able to lift up to 20 lbs of office supplies.

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 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

Clerical Coordination Responsibilities:

• This position answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

• Implement online research and other information gathering tasks requested by the Director.

• Maintain scheduling and event calendars.

• Open, read, route, and distribute incoming mail or other materials and answer routine letters.

• Review work done by others to check for correct spelling and grammar, ensure that SBG and UGA format policies are followed, and recommend revisions.

• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

• Use computers for various applications, such as database management or word processing.

• Complete forms in accordance with UGA and SBG procedures.

• Create, maintain, and enter information into databases.

• Explain university-wide standard operating procedures to educate campus on USG or UGA policies.

• Initiate and process the Director's requests on travel reimbursements and other expenses, through OneUSG Connect.

• Operate office equipment, such as computers, laptops, copiers, or phone systems and arrange for repairs when equipment malfunctions.

• Provide services to customers, such as order placement or account information.

• Review work or material to ensure that compliance procedures are followed.

• Schedule and confirm appointments for clients, customers, staff, or supervisors.

Percentage of time 75 Duties/Responsibilities

Meeting & Communication responsibilities:

• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

• Support Assistant to the Director for Special Initiatives and Event Manager in preparation of Board of Advisors and staff quarterly meetings.

Percentage of time 25

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 Daun Fest Recruitment Contact Email daun.fest@uga.edu Recruitment Contact Phone 7065428717

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

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.