Description

External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information

• Standard University business hours (8am-5pm) with occasional after-hours support at ECAM/GNEM events.
• This position is fully in-person on our main Athens campus.

Advertised Salary Commensurate with Experience Posting Date 09/25/2025 Open until filled Yes Closing Date Proposed Starting Date 12/01/2025 Special Instructions to Applicants
In addition to your UGA Jobs application, please include the following documents:

• Resume
• Cover letter
• 3 Professional references with contact information

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 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 Administrative Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications
High school diploma or equivalent and 2 years of related experience
Preferred Qualifications

• Prior administrative experience at UGA or another USG institution preferred
• Working knowledge of UGA and USG policies and procedures, particularly related to purchasing, reimbursements, travel authorizations, invoice processing etc., preferred.
• Experience with MS Outlook (scheduling meetings and calendar invitations)
• Experience with MS Excel (data entry and data reports)

Position Summary
This Administrative Associate position reports directly to the School Chair of Environmental, Civil, Agricultural and Mechanical Engineering (ECAM) in UGA's College of Engineering. This position will serve as one of the primary administrative contacts for the school and will serve as the primary administrative contact for the Georgia Network for Electric Mobility (GNEM).

This Administrative Associate position will support ECAM and GNEM via:

• Support the School Chair and ECAM with general office duties, correspondences, special projects and GNEM activities.
• Serve as the Admin Lead for staffing and for GNEM, including but not limited to, assisting the Engineering HR office with information needed for ECAM immigration requests and advertising faculty and staff positions externally on platforms to ensure a successful recruitment strategy.
• Process basic financial transactions. Responsible for maintaining compliance for issued P-Card and for department P-Card submissions/payments. Will record and compile financial records using journals, ledgers and computers. Will work with the Chair and faculty on procurement processes. Assist with GNEM budget each fiscal year. Work with GNEM Executive Director on annual reports.
• Serve as the Admin contact for GNEM inquires. Will work with and support GNEM Staff and Faculty as needed.
• Coordinate meetings and events as needed for ECAM and GNEM such as: advisory board meetings, GNEM steering committee meetings and E-Mobility summit meetings. Attend said meetings for note-taking as requested.
• Serve as point of contact for E-Mobility summit each Spring semester. Work with staff and committee members to plan and execute this annual event which includes registrations, payments, vendor partnerships, and leading the committee and other staff on all summit-related tasks.
• Provide content to Engineering Communications Manager for GNEM website and social media content.

This position will need a Purchase Card to properly execute its duties.
Knowledge, Skills, Abilities and/or Competencies

• Excellent organizational, communication (both written and verbal), and customer-service skills
• Ability to interpret policies and procedures, as well as proofread and edit written material
• Demonstrated computer competency and knowledge of Word, Excel, Outlook, and PowerPoint
• Ability to work independently in a fast-paced office environment, multi-task, and remain detail-oriented

Physical Demands

• Lift and carry up to 50 lbs
• Repetitive motions and actions
• Long periods of sitting at a computer, standing, and walking between buildings on campus.

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? Yes Is having a P-Card an essential function of this position? Yes 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
Support to School Chair:

• Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
• Perform administrative tasks such as copying, printing, answering phone, sending and receiving mail/shipments, faxing, typing letters and forms, etc. for faculty and graduate students.
• Use computers for various applications, such as database management or word processing in support of the Chair.
• Assist with logistics and scheduling for ECAM, GNEM and E-Mobility events/meetings, including coordinating room reservations, sending calendar invites, sharing agendas and minutes, etc.
• Prepare PowerPoint presentations and assist with the preparation of various documents for the Chair, as needed.
• Serve as a point-of-contact for ECAM School Chair and GNEM Executive Director.
• Assist GNEM Staff/Faculty when needed for meeting/conference support
• Provide content to Communications Manager for GNEM website and social media

Percentage of time 30 Duties/Responsibilities
Staffing Administrative Lead:

• Coordinate with HR and the Business Office as needed for Part-Time Faculty letter inquires.
• Assist HR office with ECAM immigration requests for faculty, researchers, and postdocs including submitting check requests for H1B, permanent residency, etc.
• Advertise faculty and staff positions externally on other platforms to ensure a successful recruitment strategy
• Assist staff, faculty, or students with departmental processes and procedures or use of office equipment.

Percentage of time 30 Duties/Responsibilities
Financial and Budget Management:

• Serve as backup for the processing of basic financial transactions, including journal vouchers, travel requests & reimbursements. Will assist ECAM Admin with P-card submissions and payments for the School of ECAM.
• Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
• Work with the Chair and faculty on assisting with procurement for the School and faculty as related to administration, research and service related purchases.
• Assist GNEM Executive Director in managing the GNEM budget each fiscal year
• Work with GNEM Executive Director to develop an annual report to share with steering committee
• Review and/or approve purchases, reimbursements, travel authorizations, etc as needed.

Percentage of time 25 Duties/Responsibilities
E-Mobility Summit Coordination

• Serve as lead and point of contact for E-Mobility annual Summit
• Partner with other staff, faculty, committee members, students on all aspects of planning and executing this annual Spring event.
• Serve as on-site coordinator for Summit
• Prepare and share summit materials, slides, schedule of event with participants
• Partner with CENGR Business Office on registration fees/payments as needed

Percentage of time 10 Duties/Responsibilities
Other Duties as Assigned

• Other duties as assigned that would contribute to the success of ECAM, GNEM, and the E-Mobility Summit.

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 Amanda Mooney Recruitment Contact Email amanda.mooney@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

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

Optional Documents