Administrative Associate II

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.

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

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).

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.

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.

This position will provide dedicated administrative support to all of the Marketing Department and especially to the Department Head. The position interacts with university and college administration, alumni, donors, faculty, students and business community. Communicate clearly and professionally in person, by phone and email. Write business letters, notes, minutes and letters. Summarize information concisely, exercising good judgment about what is important. Excellent proof reading skills. Strong organization skills. Strong time management skills and ability to handle several tasks simultaneously. Maintain high level of confidentiality.

Microsoft Office
Adobe Acrobat

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.

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.

Provide administrative support for the department head including, but not limited to, the following:
* Help maintain equipment inventories and program reports
* Serve as the primary liaison with the Terry Business Office and interface with other Terry College administrative offices
* Coordinate faculty recruiting candidate campus visits; gather appropriate materials and organize appointment dossiers for the business office
* Schedule meetings, reserve rooms, and collect data as needed (including using Qualtrics or similar software for surveys)
* Assist in the preparation of annual review reports
* Gather, organize, and file information needed to keep Department Head informed and aware of administrative requirements, policies and procedures
* Prepare and monitor visa applications for new international Marketing faculty
* Add and revise course entries in CAPA
* Upload approved course syllabi each semester
* Manage regular announcements to Marketing undergraduate students (e.g., position announcements, speakers, scholarships and awards opportunities, graduation reminders)
* Create and maintain a student announcement newsletter/ webpage/ document and distribute to undergraduate marketing students on a regular basis
* Work with Department Head and Academic Advisor II to schedule courses for upcoming semesters

Responsible for supporting the department faculty to include, but not limited to, the following:
* Document preparation for the department faculty using Microsoft Word, Excel and PowerPoint
* Handle copy requests (including exams) from faculty and doctoral students
* Assist as needed with research materials and manuscript revisions
* Responsible for creating student course evaluation reports for individual faculty and department head
* Assist faculty with textbook and coursepack orders
* Arrange for class speaker gifts and parking passes for guest speakers
* Process department scholarship awards

Manage major events including those associated with the department's two Areas of Emphasis
* Responsible for preparing materials for events (e.g., printing, badges)
* Coordinate with OMC to ensure webpages are updated and correct, and that sponsor logos are properly presented
* Work with OIT to check technology before events and to reserve extra equipment (e.g. laptops)
* Prepare catering, certificates, plaques, room reservations, and merchandise orders
* Assist with Terry paperwork for major events
* Update/create materials (resume books, case materials) associated with events and competitions
* Build and maintain online portfolio of student competitor resumes
* Verify payments from corporate sponsors and track budgets/spending for events
* Prepare and send gift acknowledgments to event sponsors
* Provide onsite event support as needed
* Book travel for external Area of Emphasis events (e.g., national sales competition)
* Assist with undergraduate marketing student events including the new student orientation, career fairs, and Marketing Executive Advisory Board meetings
* Participate in the Terry Graduation Convocation

Responsible for department office administrative tasks, including, but not limited to, the following:
* Answer department phone/email and respond to requests from faculty, students, staff and the general public regarding general information, course information, directions, departmental and campus personnel procedures, and other inquiries
* Pick up and deliver Department Mail daily and prepare packages for UPS/Fedex/other shipments
* Maintain and monitor inventory of supplies
* Serve as department telephone representative
* Coordinate department revision of web pages with the Office of Marketing and Communications
* Schedule regular archiving of materials and document destruction

Manage and Track Student Internships
* Responsible for tracking student internships (~200 annually)
* Process student applications for MARK 4800 (internship course)
* Send internship applications to faculty internship supervisor for verification
* Once approval and verification is received, process override allowing student to register (or send to Academic Advisor II for override)
* Solicit corporate evaluations for each internship using Qualtrics (or similar software)

Other Duties
* Other tasks and duties as deemed necessary or pertinent to the position