Office Manager

High school diploma or equivalent and 5 years of related experience

• Thorough understanding of UGA policies and procedures.
• Excellent technical writing/editing and communication skills.
• Excellent reading, editing, grammar, time-management, organizational, multi-tasking, and data management skills are essential.
• Excellent customer service skills and will be a self-starter.

• General administrative duties/ support tasks related to the day-to-day operations of the office.
• Coordinate on implementing processes and procedures for HR, Faculty Affairs and general office workflows.
• Reserve and approve conference room requests.
• Reserve classrooms spaces for courses and events.
• Schedule large and small group meetings, sending invitations to faculty, staff, committee members etc.
• Maintain files and records, filing, organizing and retrieving.
• Serve as representative on UGA's Staff Council and workgroups as needed.
• Create, distribute assessment surveys as needed for building reports related to teaching effectiveness (e.g., three-voice effectiveness) or programmatic assessment.
• Covers the office, coordinates with staff to cover the front office during lunches and time away.
• Handle internal and external queries by phone, in-person and via email.
• Distribute keys and support the FACS Facilities Manager with inventory management, building access and other logistical support.
• Purchase supplies in UGAmart and coordinate with FACS IT on setup of computer purchases.
• Coordinate monthly staff meetings.
• Serve as Building Safety Representative for the department and maintain security plan.

• Schedule appointments for Department Head.
• Faculty meeting minutes: attend, record and distribute minutes for monthly faculty meetings.
• Assist with administrative processes related to faculty events and reviews - faculty annual reviews, third-year review, promotion, tenure and post-tenure reviews, graduate program faculty renewals and other faculty events.
• Attend Office of Faculty Affairs promotion and tenure workshops to better assist department heads with faculty events and faculty review processes.
• Compile, prepare, proofread technical and complex reports and routine correspondence for department, college and university program review, annual reports, new degree programs and assessments.
• Provide administrative support for lectures and other department-sponsored events.
• Schedule departmental meetings, assemble documents for review, and record minutes for distribution to faculty and staff.
• Prepare award nomination packets for faculty, staff and students.
• Market HDFS programs and events through website maintenance, creating brochures, notices, flyers using various graphics programs.
• Use the GAIL system to create alumni-related events and support correspondence with alumni. Create forms, polls, and meeting queries for various projects and tasks.
• Place catering/ food orders, restaurant reservations, hotel and travel arrangements for visiting scholars, faculty search candidates and other guest and contribute to events related to faculty, staff and student recruitment.

• Serve as liaison with FACS HR (OFHR).
• Serve as Federal Work Student (FWS) liaison; hire and terminate FWS students, place ads in Handshake, interview FWS applicants, hire in UGA jobs, and track FWS' hours.
• Provide oversight and coordinates day-to-day activities for two administrative staff.
• Process visa applications for international scholars and faculty.
• Work with FACS HR Coordinator on H1B Visa and Permanent Residence when necessary.
• Manage hourly student/temp hires. Hire hourly/student and temporary workers.
• Manage position updates and hiring proposals in UGAJobs system.
• Provide administrative support for faculty and staff searches.
• Creates and/or process forms, polls, and votes associated with faculty events related to promotion, graduate program faculty status, and appointments, and summer pay and FYOS / GRSC requests.
• Contribute to processes related to the Retire / Rehire of retired faculty and staff as well as the appointments of Part-time Faculty.

• Coordinate with the team to ensure courses are programmed into Banner and Athena accurately.
• Coordinate and enter registration overrides as needed for all students.
• Coordinate and contribute to the management of curriculum processes and academic programs reviews and assessments using Curriculum systems.
• Participate in FACS Convocation and organize the departmental participation of its faculty and staff to this and other FACS events.
• Liaise with Student Success, Alumni Relations, Development and FACS communications (MARCOMM).
• Attend trainings to keep abreast of policies and system updates.
• Make recommendations for options that improve the processes related to program assessment, course scheduling and student registration.