Executive Assistant to the VP for Instruction

Posting Details

Posting Details

Posting Number S15411P Working Title Executive Assistant to the VP for Instruction Department VPI-VP of Instruction 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 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

M - F, 8 - 5 pm

Advertised Salary Commensurate with Experience Posting Date 07/09/2026 Open until filled Yes Closing Date Proposed Starting Date 08/27/2026 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 Executive Assistant III FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Bachelor's degree or equivalent plus 5 years of related experience

Preferred Qualifications Position Summary

This position provides administrative, project, and executive support to the Vice President for Instruction and Associate Vice Presidents as well as oversees and coordinates the day-to-day activities of the office. The person filling this position will serve as the principal point of administrative contact and liaison with internal and external constituencies. Specialist support services in the areas of budget and fiscal management, public and community relations, faculty affairs, general business administration and/or student affairs may be necessary.

Knowledge, Skills, Abilities and/or Competencies

The preferred candidate will demonstrate:

• Strong organizational skills
• Ability to be service focused and to work independently
• Ability to prioritize workflow and advance the goals of the Office of Academic Programs
• Strong written and oral communication skills
• Ability to work independently and efficiently, managing multiple tasks
• Direct experience in the role of executive-level office support, and an understanding of academic institutions
• Ability to solve problems, multi-task, and work as a valued member of a team
• Experience in planning and supporting institutional activities

Advanced Microsoft skills, including:

• Microsoft Word
• Spell and grammar check
• Create/modify styles, tables, insert images and objects
• Manipulation of various file formats

Excel

• Use of formulas
• Multiple sheets in workbooks
• Formatting, etc.
• Printing spreadsheets
• Ability to mail merge with various data source formats to create customized letters, e-mails, labels, etc.

PowerPoint

• Create and update presentations

Outlook

• Calendar entries and contacts

Confidentiality

• Due to the nature of the position, the most qualified candidate should demonstrate the ability to use independent judgment and discretion with confidential information

Physical Demands

Normal office functions, including:

• Walking short distances on the UGA campus to pick up and deliver time-sensitive items on and off campus;
• Lifting/carrying boxes of approximately 15-20 pounds;
• Bending, lifting, and stooping for filing.

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

Office Management:

• Manage all calendar appointments for the Vice President for Instruction and two Associate Vice Presidents. Ensure all calendar appointments are accurate and updated with the appropriate event information and location.
• Maintain confidential and highly sensitive mail and filing system. Monitors deadlines and brings issues to the attention of the Vice President.

Percentage of time 35 Duties/Responsibilities

General Administration:

• Provide general administrative support for the Vice President and Associate Vice Presidents.
• Greet visitors, answer telephone and handle incoming mail.
• ndependently compose, proof and edit correspondence and other documents for the Vice President's signature and distribution.Serve as administrator for VPI email and various list servs.
• Order Departmental Parking Passes

Percentage of time 30 Duties/Responsibilities

Financial Support:

• Support for various OVPI budgetary processes such as summer instruction budget, TA funding requests and teaching enhancement funds and other initiatives. This would include preparing spreadsheets for campus proposals, reviewing funding requests from campus units, preparing summaries and sending out award letters to recipients.
• Process travel expense statements, payment requests, reimbursements, purchase orders and other financial transactions for all fund types.
• Order supplies for VPI.

Percentage of time 15 Duties/Responsibilities

Personnel management:

• Process position changes and job postings in UGAJobs for the Vice President's office.
• Serve as Faculty Affairs Liaison, checking appointment packages and approving unit hiring proposals as needed.
• Oversee student workers in the Office of the Vice President and work collaboratively with other staff in OVPI departments to maintain all operations in the office.

Percentage of time 10 Duties/Responsibilities

Special Events:

• Coordinate special events for the Office of the Vice President to include staff recognition reception, VPI directors retreat and various other events in the VP's office. Order awards (years of service and staff awards).
• Manage correspondence and recognition of OVPI donors for various gifts.

Percentage of time 5 Duties/Responsibilities

Building/Equipment Administration:

• Check in/out keys for employees in New College - provide card access.
• Serve as the building security contact to UGA Police.
• Submit and track building maintenance requests.
• Manage the schedule for the OVPI conference rooms in New College.
• OVPI telephone representative.
• Work with VPI IT personnel to manage equipment inventory and perform annual inventory verification.

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 Brooke Rooks Recruitment Contact Email brooks@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References with Contact Information

Optional Documents