Administrative Associate II

High school diploma or equivalent and 2 years of related experience

• Knowledge of UGA policies, procedures, and systems, including proficiency with OneSource, UGAMart, and Microsoft Office Suite
• Excellent organizational skills with the ability to prioritize multiple tasks, manage competing deadlines, and work independently with minimal supervision
• Strong interpersonal, written, and verbal communication skills for effective interaction with diverse stakeholders including faculty, students, staff, and external partners
• Service-oriented attitude with a professional demeanor and demonstrated discretion in handling sensitive and confidential information
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and key UGA administrative systems (OneSource, UGAMart, OneUSG Connect)

• Front Desk & Communications Management:

1. Serve as the main point of contact for the department via phone, email, and in-person visits.
2. Respond to inquiries from faculty, students, staff, and the public regarding general information, course details, directions, departmental and campus procedures, and other requests.
3. Serve as departmental point of contact for Teams Phone, including managing call routing and voicemail settings, maintaining the department's contact directory in Microsoft Teams, and coordinating with EITS on phone-related issues or onboarding for new users
4. Manage and maintain departmental listservs for effective communication.
5. Update the department's website.
6. Monitor parking passes - DP checkout and guest pass distribution/inventory

• Faculty & Academic Program Support:

1. Provide general administrative support to the Department Head and all department faculty.
2. Assist with the coordination of various faculty functions and schedules.
3. Assist Department Head with preparation of faculty annual review materials, including updating teaching tables.
4. Assist Department Head with the preparation and submission of promotion and tenure dossiers.
5. Collect and review faculty syllabi for posting in the UGA Bulletin.
6. Coordinate the student course evaluation process each semester using Explorance Blue, including distributing instructions to faculty and monitoring completion to ensure timely submissions
7. Advertise new faculty positions on appropriate forums and outlets.
8. Monitor and communicate relevant UGA and Board of Regents policy updates to faculty and staff, ensuring the department stays informed of procedural changes affecting academic and administrative operations

• Office Operations & Resource Management:

1. Manage overall office workflow, organize, and maintain departmental files.
2. Order and maintain inventory of office supplies, business cards, letterhead, and other printed/branded materials.
3. Manage departmental equipment inventory and maintain accurate records.
4. Maintain key inventory for departmental offices and spaces.
5. Organize the destruction of old exams and other class materials each semester, adhering to University policies
6. Pick up mail and packages.

• Onboarding & Guest Support:

1. Assist faculty as needed with arrangements for guest speakers and other official visitors to campus.
2. Assist new faculty and PhD students with computer and office setup, as well as other onboarding procedures.
3. Support engagement efforts with prospective students and recruiters, including assisting with faculty onboarding and advertising open positions.
4. For international faculty hires, serve as the departmental liaison to the UGA Office of Global Engagement, assisting with initiation of visa sponsorship and permanent residence requests in Compass, coordinating Visiting Scholar documentation, and facilitating communication between the department, faculty, and OGE throughout the process.

• 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.

• Coordinate with Department Head and Departmental Advisory Board Director in the planning and conducting of departmental events.
• Attend departmental events as needed.
• Provide administrative support for MIS Workshop Series
• Coordinate logistical issues & ongoing communications with workshop guests and speakers.
• Coordinate travel plans for workshop guests.
• Secure workshop meeting rooms and catering for events.
• Oversee workshop-related resources, including materials and facilities
• Act as a liaison for MIS student organizations and assist them in event planning.

• Provide administrative support to faculty supervisors for Teaching Assistant (TA) onboarding and coordination, including assisting with interviews, orientation meetings, and TA communications as directed
• Support faculty supervisors in coordinating semester scheduling logistics for Teaching Assistants (20-30 per semester), including compiling availability, distributing schedules, and tracking assignments as directed by the faculty supervisor
• Serve as Time Approver: Confirm student employee time entries and verify that faculty supervisors have certified the accuracy of hours worked.
• Process student terminations promptly to support accurate payroll and compliance.
• Delegate and train student assistant(s) in office processes and protocol.
• Train student assistant(s) in spreadsheet creation, data input, simple graphic design.
• Schedule student assistant(s) and approve time worked in OneUSG Connect timekeeping.
• Plan student assistant(s) schedule each semester to keep office staffed throughout normal workdays.
• Coordinate faculty requests for student assistant(s) help in copying, shredding, filing, errands, etc.

• Perform other miscellaneous duties as assigned by the Department Head.
• Attend trainings to stay up to date with UGA policies and procedures.
• Assist the MIS Academic Advisor with administrative tasks on an occasional basis, such as scheduling, copying, filing, and other support activities as requested.