Executive Assistant to the Vice President and CHRO

University of Georgia

retirement plan

United States, Georgia, Athens

Apr 01, 2025

Posting Details

Posting Number	S13436P
Working Title	Executive Assistant to the Vice President and CHRO
Department	UHR-Administration
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 formed School of Medicine.
About the College/Unit/Department	The University of Georgia has been a leader for more than 235 years for one reason: Our people. People will always be the heart of our success. Our team is composed of talented human resource professionals focused on helping the people of this great institution reach their potential and build the foundation for the next 235 years. Click here to learn more about our mission, vision, staff, and more!
College/Unit/Department website
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	N/A
Advertised Salary	Commensurate with Experience
Posting Date	04/01/2025
Open until filled	No
Closing Date	04/18/2025
Proposed Starting Date	05/01/2025
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran 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	Office/Clerical Lead
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	Bachelor's degree from a four-year college or university At least 2 years in an executive assistant role Proficiency in Microsoft Office products
Position Summary	The Executive Assistant for the Vice President and Chief Human Resources Officer provides high-level administrative support to the vice president and division of University Human Resources ( UHR). This pivotal role serves as the primary point of contact and liaison, managing the complex schedules and calendars of the Vice President and Chief Human Resource Officer and the Deputy Director of Human Resources. Reporting directly to the Vice President, you will be an integral member of the UHR staff support team, contributing to the division's success by managing key operation and supporting key initiatives. This position serves as the first point of contact for the Vice President and Deputy Director for the University Human Resource Division. Responsibilities include providing scheduling and logistical support, tracking and managing incoming and outgoing mail to include physical and electronic inquiries, engages the community via telephone and assist with routing calls to appropriate individuals, coordinates strategic University Human Resource meetings with campus constituent, other senior administrators and for strategic initiatives. Interpreting written policies and procedures and explaining them to others is essential to this position. Provide back-up support to unit Business Manager to ensure continuity of service to the unit during times away. In addition to providing support to the VP and Deputy Director, the executive assistant will also support campus engagement activities supported by UHR such as campus-wide staff appreciation and recognition events on behalf of the VP, as well as participate on the UHR engagement committee. This position utilizes UGAjobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals. This position routinely deals with issues of a highly confidential nature and uses discretion effectively. This position requires a 40-hour-per-week work commitment, Monday through Friday, 8:00 am to 5:00 pm. Hours may be amended or flexed depending on the activities of the office. The position is in-person and located in Athens, Georgia. Limited travel may be needed from time to time in support of engagement activities.
Knowledge, Skills, Abilities and/or Competencies	Ability to solve problems, multi-task, and work as a valued member of a team in an active and exciting work environment Service focused and a self-starter Experience in the role of executive-level office support and an understanding of academic institutions Working knowledge and familiarity with general office procedures, equipment such as fax, copier/scanner, and administrative practices and procedures including: composing and formatting letter, memos, announcements, emails and note taking using proper grammar and punctuation Knowledge of UGA Financial Management System, UGAjobs, and UGA Budget Management System, and OneSource Experienced with UGAmart, UGA Calendar System, Zoom, and proficient in Microsoft Office applications (with an emphasis on mail merge feature) Excellent interpersonal skills, and consistently demonstrate cooperation, courtesy, and tact in the handling of job responsibilities Ability to use discretion with confidential information High degree of autonomy, professionalism, and ability to work collaboratively in a team setting High degree of proficiency in scheduling meetings and event planning involving senior-level administrators Willing to attend training to become proficient in various programs necessary to complete job duties Strong organizational skills and time management skills
Physical Demands	Work in a standard office environment. Sit and work at a computer workstation for extended periods of time. Work using electronic mail, telephone, face-to-face discussions, paper form correspondence. Lift and/or move up to 20 pounds
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

Calendar and Travel Management

This position is the principle point of contact and liaison with internal and external constituencies with regard to scheduling meetings and managing the calendar for the Vice President and Chief Human Resource Officer and Deputy Director. This position ensures all of the calendar appointments are accurate and updated with appropriate information and primary responsibility for the proactive management calendar. This position manages all travel for the VP/Deputy Director. This involves attention to detail with regard to registering for major conferences and meetings and communication directly with the VP/Deputy Director regarding preferences, changes, etc.

Percentage of time

Duties/Responsibilities

Event and Committee Support

Provide administrative support for the Staff Appreciation Events. This includes scheduling meetings, drafting agendas, preparing invitations, programs, and other documents, scheduling venues, and photography. Mailing letters and other correspondence, ordering supplies and services through UGAmart. Provide expenditures to the UHR Business Manager for processing and expenditure tracking for events.

Percentage of time

Duties/Responsibilities

Support business and accounting-related tasks such as:

Assist Business Manager with the preparation of financial reports and queries
OneSource/OneUSG department back up to initiate travel authorizations, expense reimbursements, payment requests, and purchase requests in the Business Manager's absence or as needed
Utilize UGAjobs to initiate new positions, modify and evaluate current positions, an submit hiring proposals as requested by VP or Deputy Director
Demonstrate core competencies and seek continuous training and professional development to enhance knowledge, skills and abilities

Percentage of time

Duties/Responsibilities	Communication Assists with planning and distribution of correspondence on behalf of UHR Draft congratulatory and thank you letters for VP/Deputy Director Assist in the preparation of speaking notes and engaging with requesting group or office for the VP/Deputy Director
Percentage of time	10

Duties/Responsibilities

Additional Support

Opens, sorts, logs and distributes incoming/outgoing mail
Handles sensitive or confidential information in a discretionary manner
Retrieve and deliver inner office mail across campus
Scanning and making copies and printing materials for meetings
Ordering and sending flowers, cards or other condolence
This position may be asked to help provide phone coverage for other administrative offices within the UHR building when needed
Coordinating with Bulldog Print+Design for ordering letterhead/envelopes and business cards

Percentage of time