What are the responsibilities and job description for the Administrative Associate position at The University of Georgia?
Posting Details
Posting Details
Posting Number S14923P Working Title Administrative Associate Department PSO-Carl Vinson Inst of Govt 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
The UGA Carl Vinson Institute of Government – Who We Are
As a Public Service and Outreach unit at the University of Georgia, the UGA Institute of Government contributes directly to the university’s overarching public service mission of improving people’s lives by helping to create jobs and prosperity, developing leaders, and addressing critical issues. This public service mission, and the Institute of Government’s role in its success, is at the heart of UGA’s land-grant and sea-grant mission to serve the State of Georgia and its residents.
We have a team of experts who inform, inspire, and innovate every day so that governments, large and small, can be more efficient and responsive to their citizens, address current and emerging challenges, and serve the public with excellence. We are uniquely positioned to provide impartial support to local governments and state agencies and convene multidisciplinary and intragovernmental groups to plan for and address many of the challenges faced by communities across Georgia.
Our areas of expertise and focus include workforce and economic development; infrastructure and community resilience; government operations and organizational effectiveness; measuring and reporting on impact and outcomes; building skills, knowledge and capacity of government leaders and teams; and maximizing technology and data for governments and their leaders.
Whether it is through our award-winning PROPEL (Planning Rural Opportunities for Prosperity and Economic Leadership) program for rural communities, our CyberArch student program that helps Georgia communities increase their cybersecurity, our efforts to build a visionary plan for military and community partnerships to spur economic prosperity and resilient infrastructure, our financial management certificate program to build the capacity of public officials, or hosting educational events about e-mobility strategies for local governments …. We Know Georgia. Fulfilling our land-grant and sea-grant mission to serve the State of Georgia is more than a project. It’s our purpose.
We are growing and excited to add individuals to our team who share our commitment to public service – building stronger communities, inspiring economic resilience, and improving quality of life for communities across Georgia and beyond.
Our Culture – How We Operate
We disseminate knowledge through research, scholarship, and instruction. We collaborate internally across our areas of expertise and across the university with academic researchers to bring best practices and expert insights to the governments and communities we serve. We are committed to fielding a team of experts who have a variety of professional and academic experiences and are grounded in our culture of excellence and approach our work with Georgia’s governments in a comprehensive and objective fashion.
College/Unit/Department website www.CVIOG.uga.edu Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
Normal business hours are M-F, 8-5.
Advertised Salary Commensurate with Experience Posting Date 03/25/2026 Open until filled Yes Closing Date Proposed Starting Date 05/11/2026 Special Instructions to Applicants
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.
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 Department Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications
High school diploma or equivalent and 2 years of related experience
Preferred Qualifications
The Administrative Associate provides professional administrative and front-office support to ensure efficient daily operations. This role serves as the first point of contact for visitors and callers, delivers high-quality customer service, and performs a wide range of administrative, clerical, and organizational tasks to support the Institute, the Finance and Administration division, and leadership team. While working with these groups, the incumbent may manage sensitive information and will be expected to maintain a high level of confidentiality.
Front Office and Reception
The Administrative Associate is responsible for greeting clients and visitors with a positive, helpful demeanor reflecting the Institute of Government’s commitment to service excellence. Activities include welcoming guests, clients, and employees, clarifying the purpose of their visit, and who they want to see. The Administrative Associate will also answer and direct incoming phone calls and emails to the Institute, as appropriate.
Administrative Support
The Administrative Associate will provide administrative assistance to the Office of Finance and Administration. This person will work with all levels of administration, faculty, staff, and students to accomplish tasks, including sending and receiving mail, documents, and packages, mail distribution, filing, and record-keeping. The Administrative Associate will manage and coordinate the Institute’s state vehicle fleet reservation and conference rooms reservation processes.
This position requires on-site presence at the front office during standard business hours and involves frequent interaction with staff, students, and visitors.
Knowledge, Skills, Abilities And/or Competencies
Normal office environment. The role does require sitting at a desk for extended periods. Some lifting.
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? No 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
Manage Front Office and Reception Area
Provide Administrative Support
Manage Vehicle and Conference Room Reservations
Office Operations
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 Julie Daniel Recruitment Contact Email Julie.Daniel@uga.edu Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Required Documents
Posting Details
Posting Number S14923P Working Title Administrative Associate Department PSO-Carl Vinson Inst of Govt 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
The UGA Carl Vinson Institute of Government – Who We Are
As a Public Service and Outreach unit at the University of Georgia, the UGA Institute of Government contributes directly to the university’s overarching public service mission of improving people’s lives by helping to create jobs and prosperity, developing leaders, and addressing critical issues. This public service mission, and the Institute of Government’s role in its success, is at the heart of UGA’s land-grant and sea-grant mission to serve the State of Georgia and its residents.
We have a team of experts who inform, inspire, and innovate every day so that governments, large and small, can be more efficient and responsive to their citizens, address current and emerging challenges, and serve the public with excellence. We are uniquely positioned to provide impartial support to local governments and state agencies and convene multidisciplinary and intragovernmental groups to plan for and address many of the challenges faced by communities across Georgia.
Our areas of expertise and focus include workforce and economic development; infrastructure and community resilience; government operations and organizational effectiveness; measuring and reporting on impact and outcomes; building skills, knowledge and capacity of government leaders and teams; and maximizing technology and data for governments and their leaders.
Whether it is through our award-winning PROPEL (Planning Rural Opportunities for Prosperity and Economic Leadership) program for rural communities, our CyberArch student program that helps Georgia communities increase their cybersecurity, our efforts to build a visionary plan for military and community partnerships to spur economic prosperity and resilient infrastructure, our financial management certificate program to build the capacity of public officials, or hosting educational events about e-mobility strategies for local governments …. We Know Georgia. Fulfilling our land-grant and sea-grant mission to serve the State of Georgia is more than a project. It’s our purpose.
We are growing and excited to add individuals to our team who share our commitment to public service – building stronger communities, inspiring economic resilience, and improving quality of life for communities across Georgia and beyond.
Our Culture – How We Operate
We disseminate knowledge through research, scholarship, and instruction. We collaborate internally across our areas of expertise and across the university with academic researchers to bring best practices and expert insights to the governments and communities we serve. We are committed to fielding a team of experts who have a variety of professional and academic experiences and are grounded in our culture of excellence and approach our work with Georgia’s governments in a comprehensive and objective fashion.
College/Unit/Department website www.CVIOG.uga.edu Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
Normal business hours are M-F, 8-5.
Advertised Salary Commensurate with Experience Posting Date 03/25/2026 Open until filled Yes Closing Date Proposed Starting Date 05/11/2026 Special Instructions to Applicants
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.
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 Department Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications
High school diploma or equivalent and 2 years of related experience
Preferred Qualifications
- Minimum 2 years of administrative, receptionist, or office support experience.
- Experience in a higher-education, nonprofit, or similar office environment.
- Familiarity with scheduling systems, databases, or shared-calendar platforms.
- Experience supporting front-office operations or high-volume customer interactions.
The Administrative Associate provides professional administrative and front-office support to ensure efficient daily operations. This role serves as the first point of contact for visitors and callers, delivers high-quality customer service, and performs a wide range of administrative, clerical, and organizational tasks to support the Institute, the Finance and Administration division, and leadership team. While working with these groups, the incumbent may manage sensitive information and will be expected to maintain a high level of confidentiality.
Front Office and Reception
The Administrative Associate is responsible for greeting clients and visitors with a positive, helpful demeanor reflecting the Institute of Government’s commitment to service excellence. Activities include welcoming guests, clients, and employees, clarifying the purpose of their visit, and who they want to see. The Administrative Associate will also answer and direct incoming phone calls and emails to the Institute, as appropriate.
Administrative Support
The Administrative Associate will provide administrative assistance to the Office of Finance and Administration. This person will work with all levels of administration, faculty, staff, and students to accomplish tasks, including sending and receiving mail, documents, and packages, mail distribution, filing, and record-keeping. The Administrative Associate will manage and coordinate the Institute’s state vehicle fleet reservation and conference rooms reservation processes.
This position requires on-site presence at the front office during standard business hours and involves frequent interaction with staff, students, and visitors.
Knowledge, Skills, Abilities And/or Competencies
- Strong customer service and communication skills.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and office technology.
- Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines.
- Strong attention to detail and organizational skills.
- Ability to maintain confidentiality and manage sensitive information with discretion.
Normal office environment. The role does require sitting at a desk for extended periods. Some lifting.
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? No 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
Manage Front Office and Reception Area
- Serve as the first point of contact for visitors, guests, and callers; provide courteous and professional customer service.
- Manage the main phone line: answer, screen, and route calls promptly.
- Manage the general Institute of Government email account: review, screen, and route messages promptly.
- Maintain a welcoming and organized reception area.
- Receive, sort, and distribute mail, packages, and deliveries.
- Schedule visitor appointments and maintain front desk calendars as needed.
- Maintain a knowledge of divisions, services, and student opportunities to direct guests, clients, and employees to appropriate resources.
Provide Administrative Support
- Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
- Assist with scheduling meetings, maintaining calendars, and coordinating room reservations.
- Organize and maintain electronic and physical filing systems.
- Process invoices, receipts, and basic financial or purchasing documents (as applicable).
- Support data entry, record keeping, and database maintenance.
- Assist with onboarding tasks for new staff (e.g., preparing materials, setting up workspaces).
- Provide general logistical support for events, meetings, or office activities.
Manage Vehicle and Conference Room Reservations
- Manage the CVIOG vehicle and conference room reservation systems.
- Manage scheduling requests, documentation, and records for fiscal reporting.
- Ensure proper security for vehicle keys.
- Maintain conference room signage.
- Oversee maintenance and implementation of relevant policies and procedures as they pertain to state vehicle use, which includes documenting and ensuring compliance.
Office Operations
- Monitor and maintain office supplies; place orders as needed.
- Manage the Institute’s branded apparel inventory, distribution, and record-keeping.
- Ensure office equipment (copiers, printers, etc.) is functioning and coordinate service calls.
- Help maintain office policies and procedures.
- Coordinate with facilities or IT teams for workspace needs.
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 Julie Daniel Recruitment Contact Email Julie.Daniel@uga.edu Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this vacant position?
- UGAJobs (UGA's job board)
- Handshake
- Indeed.com
- HigherEdJobs
- A current UGA employee
- Other (please provide resource)
Required Documents
- Resume/CV
- Cover Letter
- List of References with Contact Information