Description

Posting Details

Posting Number

S15154P

Working Title

ADMINISTRATIVE ASSOCIATE II

Department

Terry-Insur, Legal, Real Est

About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 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 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

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

Typically, Monday through Friday 8:00 am - 5:00 pm

Advertised Salary

$42,000-$44,300 + commensurate with experience

Posting Date

05/14/2026

Open until filled

Yes

Closing Date

Proposed Starting Date

07/01/2026

Special Instructions to Applicants

Location of Vacancy

Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected 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 25 institutions of higher education and learning, as well 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 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

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

The Administrative Associate II is the departmental administrative lead and plays a pivotal role in providing essential support to the Department Head, faculty, and staff of the Department of Insurance, Legal Studies, and Real Estate. This position serves as a primary point of contact for the department, interacting with university and college administration, alumni, donors, faculty, students, and the broader business community. The Administrative Associate II will actively coordinate a multitude of faculty functions and schedules, including those related to recruitment, orientation, contracts, merit review, promotion and tenure processes, and financial matters. This role reports directly to the ILSRE Department Head and requires significant discretion and independent judgment in managing office operations, supervising student employees, and interpreting and applying University policies and procedures.

Knowledge, Skills, Abilities and/or Competencies

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and key UGA systems (OneSource, UGAMart, etc.)
• Strong interpersonal, written, and verbal communication skills for effective interaction with diverse stakeholders
• Excellent organization, attention to detail, and problem-solving ability
• Ability to prioritize multiple tasks, manage time effectively, and work independently with minimal supervision
• Professional demeanor and discretion in handling sensitive and confidential information.
• Physical capacity to lift up to 20 pounds and perform various office-related tasks (e.g., walking, bending, standing)

Physical Demands

Working in a normal office environment.

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?

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)

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

Comprehensive Administrative & Faculty Support: This section encompasses all general administrative duties, direct support for faculty needs, and the management of daily office operations.

• Front Desk & Communications Management:
  • Serve as the main point of contact for the department via phone, email, and in-person visits
  • Respond to inquiries from faculty, students, staff, and the public regarding general information, course details, directions, departmental and campus procedures, and other requests
  • Act as the department's telephone representative for phone updates and installation
  • Manage and maintain departmental listservs for effective communication
• Faculty & Academic Program Support:
  • Provide general administrative support to the Department Head and all department faculty
  • Assist with advertising new faculty positions on appropriate forums and outlets
  • Assist with onboarding for faculty/staff
  • Assist with coordination of various faculty functions, schedules, and room reservations
  • Support internship coordinators for RMIN and REAL
  • Obtain student resumes in Qualtrics and provide to RMIN student office workers for inclusion in the RMIN Resume Book
  • Coordinate large mailings for RMIN Resume Book (request cost estimate for large mailing, maintain database, print labels, coordinate with campus mail for over 1,000 letters and inserts)
  • Submit website updates, as requested by ILSRE faculty/staff
  • Collect No-Cost and Low-Cost course information from faculty
  • Collect faculty syllabi for Department Head review and posting in the UGA Bulletin
  • Oversee and manage the textbook ordering and book requests for RMIN , LEGL , and REAL
  • Exams:
    • Coordinate exam processing for faculty and courses utilizing the Scantron system, including preparation of materials and timely processing of results.
    • Receive requests from faculty for exam-day help and coordinate/manage student workers to be present during large-class exams with faculty
  • Assist Department Head with:
    • collection of annual review materials
    • preparation of faculty annual review material, including updating teaching tables
    • preparation and submission of promotion and tenure dossiers
• Office Operations & Resource Management:
  • Manage overall office workflow
  • Organize and maintain departmental files, including ILSRE faculty/staff database
  • Handle hiring, oversight, training, and management of student office workers
  • Order/maintain inventory of office supplies, business cards, letterhead, plaques, name plates, ILSRE merchandise and other printed/branded materials
  • Manage departmental equipment inventory and maintain accurate records
  • Maintain key inventory for departmental offices and space
  • Organize the destruction of old exams and other class materials each semester, adhering to University policies
• Onboarding & Guest Support:
  • Assist faculty as needed with arrangements for guest speakers and other official visitors to campus (including hotel reservations, parking passes, travel information, etc.
  • Support and assist new faculty and PhD students with the onboarding process (including computer and office setup, forms and paperwork for international faculty for Immigration and Green Card Status, etc.
  • Support engagement efforts with prospective students and recruiters

Percentage of time

65

Duties/Responsibilities

Event Planning & Logistics: This position will also play a role in the coordination and execution of various high-profile departmental events and engagements within the ILSRE Department including:

• Assist ILSRE staff, faculty, student office workers, and Department Head with comprehensive event planning and execution. This includes, but is not limited to:
  • Annual RMI Fall AIMS Conference
  • Annual RMI Spring Banquet
  • Annual RMI PhD Symposium
  • RMI Career Fairs (Spring & Fall)
  • RMI Study Abroad Program Support - Bermuda & London
  • RMI Advisory Board Meeting (Spring & Fall)
  • New RMI Majors Celebration (Spring & Fall
  • Annual Real Estate Symposium
  • Faculty retreats and meetings
• Assist faculty/staff with various program specific events
• Support PhD recruitment and scheduling of workshops and brown bags
• Work with student society leadership and faculty advisors to assist with society events

Percentage of time

10

Duties/Responsibilities

Financial Support: This section primarily covers the processing of financial transactions and maintaining related records.

• Prepare all departmental financial transactions, including processing purchases, payments, and receipts through various University and UGA Foundation systems
• Prepare and process travel authorizations, expense statements, and reimbursement requests
• Initiate and manage electronic purchase orders in UGAmart, ensuring timely receipt and payment processing
• Assist the Terry College Business Office Team Lead in maintaining and monitoring departmental budgets and accounts

Percentage of time

20

Duties/Responsibilities

Other Duties as Assigned:

• Perform other miscellaneous duties as assigned by the ILSRE Department Head
• Attend trainings to stay up to date with UGA policies and procedures

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

James Carson

Recruitment Contact Email

jcarson@uga.edu

Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this vacant position? (UGA Jobs -UGA's Job Board, LinkedIn, Indeed.com, Inside HigherEdJobs, UGA Staff Listserv, Terry College Listserv, a current UGA Employee, other - please provide resource)
   (Open Ended Question)

Applicant Documents

Required Documents

1. Cover Letter
2. Resume/CV
3. List of References with Contact Information

Optional Documents