State Botanical Garden Director's Assistant

University of Georgia

retirement plan

United States, Georgia, Athens

Nov 14, 2024

Posting Details

Posting Number	S12915P
Working Title	State Botanical Garden Director's Assistant
Department	PSO-State Botanic Garden of GA
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
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday 8am-5pm Occasional evenings and weekends may be required for special events
Advertised Salary	Commensurate with Experience
Posting Date	11/13/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	01/02/2025
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).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

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

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

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