Assistant to Department Head and Student Support Services

Assistant to Department Head and Student Support Services

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Posting Details

Posting Details

Posting Number	S15920P
Working Title	Assistant to Department Head and Student Support Services
Department	Franklin-Geology
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	Franklin College of Arts and Sciences is the heart of the University of Georgia’s learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units.
College/Unit/Department website	https://geology.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	M-F, 8am-5pm
Advertised Salary	Commensurate with experience
Posting Date	10/16/2026
Open until filled	Yes
Closing Date
Proposed Starting Date	11/09/2026
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 ([email protected]).
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	Administrative Assistant II
FLSA	Non-Exempt
FTE	1.0
Minimum Qualifications	High school diploma or equivalent and 2 years of related experience
Preferred Qualifications
Position Summary	This position supports the administrative and academic functions of the University of Georgia Department of Geology and serves as the primary administrative partner to the Department Head. Working closely with the Department Head, Associate Department Head, Graduate Coordinator, faculty, staff, students, Franklin College offices, and university partners, the position manages confidential processes and multiple deadlines requiring accuracy, initiative, sound judgment, and strong problem-solving skills.The position coordinates core departmental operations, including supervision and scheduling of student employees; student and temporary employee hiring, payroll submissions, timesheet approval, and employment-status changes; required training compliance; faculty hiring, evaluation, promotion, tenure, and post-tenure review; workforce planning; budget and payroll coordination; confidential personnel and program records; and implementation of university, college, and departmental policies and deadlines.The Department of Geology offers B.S., A.B., minor, M.S., and Ph.D. programs supported by classroom, laboratory, research, and field-based instruction. This position coordinates graduate admissions, assistantships, onboarding, orientations, degree progress, defenses, office assignments, and required access; course and teaching schedules; enrollment monitoring; curriculum actions; textbook orders; course-evaluation support; registration permits; student forms and milestones; tuition-waiver records; and internal scholarships, fellowships, and travel awards. For the IFP, Cañon City Geology Field School, and other field courses, this position manages academic and registration workflows, course records, and related sample or instructional inventory documentation.The successful candidate will work independently and collaboratively, exercise discretion with sensitive personnel, student, and financial information, and manage recurring academic-cycle deadlines alongside time-sensitive requests. The role requires consistent follow-through, careful documentation, and the ability to coordinate work across multiple university systems and service teams.
Knowledge, Skills, Abilities and/or Competencies	Demonstrated ability to coordinate competing projects, establish priorities, and meet firm deadlines. Strong interpersonal and teamwork skills for working with faculty, staff, and students in an academic environment. Excellent written and verbal communication, proofreading, editing, record-management, spreadsheet, and customer-service skills. Ability to exercise tact, confidentiality, sound judgment, diplomacy, and flexibility. Proficiency with Microsoft Office and Adobe applications and the ability to learn university student, personnel, financial, curriculum, payroll, and workflow systems.
Physical Demands	Sitting, standing, walking, bending, stooping, pushing, and pulling; spending long periods at a computer; and occasional access to instructional collections, geologic samples, and related records for inventory or documentation purposes.
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

Administrative Support to Department Head and Office OperationsServe as the primary administrative support to the Department Head and coordinate workflows with the Associate Department Head and other staff. Manage the Department Head’s calendar, correspondence, records, and assigned projects; coordinate workforce-planning, summer-payroll, program-review, and low-enrollment documentation; supervise and schedule student assistants; approve time; coordinate student and temporary hiring, payroll submissions, and required employment-status changes; monitor employee training; maintain administrative records and shared files; and provide responsive office support.

Percentage of time

20

Duties/Responsibilities

Graduate Program Administration, Admissions, and OnboardingAdminister processes supporting Geology’s M.S. and Ph.D. programs. Track and review applications, distribute files for faculty review, process admission recommendations and fee-waiver requests, and prepare admission and assistantship documentation. Maintain graduate records and degree-progress workflows; process assistantship appointments, tuition waivers, advisement-hold clearances, travel grants, and milestone forms; coordinate defenses and examinations; administer internal awards; and support new-student onboarding, required orientations, office assignments, keys or access, and timely space turnover by graduating students.

Percentage of time

25

Duties/Responsibilities

Faculty Affairs Coordinate faculty hiring and appointment actions, including position documentation, advertisement approvals, application records, committee support, offer documentation, and new-hire processing. Maintain confidential personnel records and coordinate annual evaluation, promotion and tenure, post-tenure review, emeritus and adjunct appointments, consulting agreements, leave requests, and compliance reporting. Maintain process checklists and ensure that dossiers and employment materials meet university and Franklin College requirements and deadlines.

Percentage of time

20

Duties/Responsibilities

Academic Program Operations and Student ServicesSupport administration of the Department’s B.S., A.B., minors, M.S., and Ph.D. programs. Coordinate CAPA proposals and Bulletin and PRAC updates; compile teaching assignments and load course schedules; monitor enrollment and process section changes, room assignments, cancellations, low-enrollment requests, registration permits, and other academic forms; coordinate textbook orders and course-evaluation support; and maintain accurate program and student records. Manage academic and registration workflows for the IFP, Cañon City Geology Field School, and other field courses. Maintain sample and instructional-material inventories and documentation, coordinating physical handling, transport, and storage with appropriate program or laboratory staff.

Percentage of time

20

Duties/Responsibilities

Financial, Payroll, and Resource CoordinationServe as the departmental liaison to Franklin College business-service teams for budget, payroll, purchasing, and account questions. Review reconciliations; maintain financial records; monitor operating, foundation, indirect-cost-return, instructional, and laboratory-fee funds; and prepare projections for instructional and student-support commitments. Communicate approved allocations and spending requirements. Review and approve designated departmental purchasing and field-program P-Card transactions after receiving complete supporting documentation and serve as Approver 1 when assigned.

Percentage of time

10

Duties/Responsibilities

Special Projects, Records, and Process ImprovementCoordinate special projects assigned by departmental leadership; compile and analyze data for planning, assessment, accreditation, and program review; maintain procedures, checklists, reports, and historical records; identify workflow improvements; participate on committees as assigned; and perform other duties supporting the Department of Geology’s teaching, research, and service missions.

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	Dr. Adam Milewski
Recruitment Contact Email	[email protected]
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