Description

Posting Details

Posting Number

S15893P

Working Title

Executive Assistant to Vice Provost for Graduate Education and Dean of the Graduate School

Department

Grad Sch-Grad Sch Dean's Off

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

Established in 1910, the University of Georgia Graduate School serves as the central administrative and academic unit for graduate education at the University of Georgia, overseeing more than 200 master's, doctoral and specialist degree programs across the institution. In addition to providing administrative support for graduate admissions and degree completion, the Graduate School promotes initiatives related to student success and professional development and recognizes the contributions of graduate students to the research, teaching, and service missions of the university.

College/Unit/Department website

grad.uga.edu

Posting Type

External

Retirement Plan

TRS or ORP

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full/Part time

Full Time

Work Schedule

Additional Schedule Information

M-F (8 am - 5 pm)

Advertised Salary

Commensurate with Experience

Posting Date

10/12/2026

Open until filled

Yes

Closing Date

Proposed Starting Date

12/02/2026

Special Instructions to Applicants

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 25 institutions of higher education and learning, as well 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 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title

Admin Ops Specialist II

FLSA

Exempt

FTE

1.00

Minimum Qualifications

Bachelor's degree in a related field or equivalent and 2 years of professional experience

Preferred Qualifications

• Bachelor's degree or higher educational attainment
• At least 3 years of progressively responsible administrative support in a professional office environment, including direct support for senior-level position(s)
• At least 3 years of experience managing and coordinating complex calendars, meetings, travel arrangements, projects, and communications involving internal and external stakeholders
• Experience supporting executive-level meetings, including preparation of agendas and briefing materials, recording and distribution of minutes, and other follow-up
• Familiarity with university administrative systems, policies, and business processes (e.g., records management, travel, procurement, and facilities)
• Proven ability to build and maintain effective working relationships and professional communication with senior leaders, faculty, staff, graduate students, donors, and other internal and external stakeholders

Position Summary

The incumbent will efficiently and effectively coordinate the Graduate School VP/Dean's Office with other areas of the Graduate School, the University, and other constituencies with which the Graduate School or VP/Dean's Office interacts. This position also involves coordination with relevant units (e.g., Facilities Management Division, University Architect's Office) to manage space considerations as the primary occupants of the building. This individual will provide management over special projects that involve the VP/Dean's Office, while providing administrative support for daily operations. Responsibilities involve handling information for and/or on behalf of the VP/Dean that can be sensitive in nature, as well as managing activities and decisions that are complex and require significant independent judgment while adhering to institutional policies. In addition, this position will supervise staff working within the VP/Dean's Office. Also, maintain knowledge and skills to work with appropriate UGA systems and be cognizant of policies/procedures essential in supporting the VP/Dean's purpose.

Knowledge, Skills, Abilities and/or Competencies

• Excellent written and oral communication with attention to detail, high-level customer service, and strong interpersonal skills
• Ability to develop and maintain effective, collaborative relationships with faculty, staff, students, alumni, donors, and other stakeholders
• Ability to work independently and as part of a team
• Exceptional organizational and project management skills, ability to manage time and resources effectively, ability to manage competing priorities and meet deadlines
• Ability to learn complex procedures and systems quickly and produce complex reports using a variety of digital tools
• Sound judgment, professionalism, discretion to make administrative and procedural decisions when handling sensitive or confidential information

Physical Demands

• Sitting for long periods of time with occasional 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?

Yes

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

Executive support for VP/Dean's Office, including management of calendars, deadlines, and other administrative activities. Plan, research, organize, coordinate and provide support for events, meetings, and activities in the VP/Dean's Office.

Percentage of time

40

Duties/Responsibilities

Prioritize communication and requests to and with the VP/Dean's Office via phone, email, or in person visits based on constituency, subject matter, urgency, and policy/procedural considerations, to determine whether to handle directly, delegate internally, or direct to leadership.

Percentage of time

35

Duties/Responsibilities

Oversee Brooks Hall space, including communication with Graduate School and six other occupant units, in terms of building safety, security, maintenance, and improvements. Serve as backup to the Building Safety and Security Representative and to Andover/Genetec for building access for all Brooks Hall staff. Coordinate with FMD for maintenance and repairs, University Architect's Office for space usage and renovations, and Graduate School staff regarding office assignments, furniture, or storage.

Percentage of time

25

Duties/Responsibilities

Manage administrative aspects of Graduate Council. Work with constituent schools/colleges/institutes on annual basis to update membership. Schedule and coordinate Graduate Council meetings, including the development, posting, and archiving of agenda and minutes. Assist with Graduate Council committees, including scheduling, agendas, and other communications.

Percentage of time

10

Duties/Responsibilities

Other tasks as assigned.

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

Anne Shaffer

Recruitment Contact Email

ashaffer@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

Optional Documents