Accounting Administrative Assistant

University of Georgia

retirement plan

United States, Georgia, Athens

Sep 12, 2025

Posting Details

Posting Number	S14121P
Working Title	Accounting Administrative Assistant
Department	VPR-Complex Carbohyd Rsch Ctr
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
College/Unit/Department website
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday - Friday, 8am - 5pm but hours and days could vary on occasion.
Advertised Salary	Commensurate with experience.
Posting Date	09/11/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	10/01/2025
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 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	Accounts Receivable Tech II
FLSA	Non-Exempt
FTE	1.0
Minimum Qualifications	High school diploma or equivalent and 2 years of related experience
Preferred Qualifications	Familiarity with federal grant reporting systems ( DOE, NSF, NIH). Experience in a research or higher education environment. Ability to work independently and collaboratively with faculty, staff, and students.
Position Summary	An Accounting Administrative Assistant performs routine accounting and administrative functions such as managing invoicing, tracking payments, preparing financial records, and assisting with annual report preparation for DOE, NSF, and NIH grants. This role also supports day-to-day service and training activities, including organizing training materials and coordinating hands-on course schedules. The Accounting/Administrative Lead serves as a functional lead for other administrative staff, may train team members, and helps resolve operational or financial issues. Typically, this position reports to Drs. Azadi/Heiss. This position will provide high-level administrative and clerical support to ensure smooth daily operations for the Complex Carbohydrate Research Center ( CCRC) service and training programs, grant management, financial processes, and travel coordination. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a research-driven environment.
Knowledge, Skills, Abilities and/or Competencies	Strong knowledge of invoicing and accounts receivable processes. Proficient with Excel software. Experience supporting academic or scientific training programs. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and PDF editing tools. Excellent organizational, communication, and time-management skills.
Physical Demands	Some lifting of materials.
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)	No
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

Financial & Invoicing Management:

Manage end-to-end invoicing processes for CCRC services and training programs, ensuring accuracy, timeliness, and compliance with financial protocols.
Follow up on unpaid invoices
Follow up to resolve outstanding balances
Maintain accurate financial records.
Maintain detailed and audit-ready financial documentation to support internal reporting and external compliance.
Process travel reimbursements
Prepare travel authority requests and process reimbursements with precision, ensuring timely and accurate expense reconciliation.

Percentage of time

Duties/Responsibilities

Service & Training Program Administrative Support:

Lead coordination of daily service and training operations for CCRC, ensuring seamless scheduling, proactive communication with clients and trainees, and timely execution of program activities.
Prepare, update, and organize training materials
Strategically develop and maintain comprehensive training resources for laboratory courses and workshops, enhancing instructional quality and consistency.
Support logistical arrangements
Support all logistical components of training sessions/arrangements.
Coordinate complex travel logistics for Dr. Azadi, including accommodations and ground transportation, ensuring cost-effective and policy-compliant arrangements.
Design and maintain efficient digital and physical filing systems for service, training, grant, and financial documentation, supporting operational continuity.
Serve as point of contact for inquiries.
Serve as the primary administrative liaison for CCRC-related inquiries, delivering prompt, informed, and courteous support.
Support special projects.
Execute high-impact special projects assigned by Dr. Azadi, contributing to strategic initiatives and operational excellence.

Percentage of time

Duties/Responsibilities	Grant & Reporting Support: Collaborate on the preparation of annual grant reports for DOE, NSF, and NIH, ensuring data accuracy, formatting precision, and adherence to federal guidelines. Maintain organized grant documentation. Systematically manage grant files to support audits, reporting, and long-term compliance.
Percentage of time	20