Executive Assistant II

Ugajobsearch; Athens (GA); Presencial; USD 40.000 - 65.000; Jornada completa

Descripción de la vacante

The University of Georgia seeks an Executive Assistant II to provide executive-level support to the Associate Dean of Research and Graduate Affairs in the College of Veterinary Medicine, handling a wide range of administrative duties including managing the daily workflow for grant coordination, research, and graduate programs.

The successful candidate will oversee office operations, supervise staff, maintain confidentiality, and ensure compliance with policies while coordinating communication

Formación

• Bachelor’s degree or equivalent plus 2 years of related experience.
• Experience in professional office administration is preferred (3–5 years).
• Strong organizational and communication skills with attention to confidentiality.

Responsabilidades

• Manage, coordinate, track, and prioritize the Associate Dean’s daily schedule.
• Coordinate communications and act as liaison with faculty, staff and students.
• Draft correspondence and prepare program reports for upper administration.
• Develop and implement office policies and procedures.
• Supervise student workers and office staff.
• Maintain records and ensure compliance with legal and regulatory requirements.
• Organize meetings and manage calendars for the Dean’s Office.

Conocimientos

Office administration

Multitasking

Communication

Confidentiality

Educación

Bachelor's degree

Herramientas

Microsoft Office

Excel

Word

PowerPoint

Descripción del empleo

Executive Assistant II

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Posting Details

Posting Number S16044P Working Title Executive Assistant II Department VetMed-Research & Graduate Aff

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 The University of Georgia College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people. The college benefits pets and their owners, food-producing animals, and wildlife by offering the highest quality hospital and diagnostic laboratory services. Equipped with the most technologically advanced facilities located on a university campus, the college is dedicated to safeguarding public health by studying emerging infectious diseases that affect both animal and human health. The College of Veterinary Medicine values all members of the university community, recognizing that differences in experience and culture can only lead to a more well‑rounded, accepting academic environment as embodied in our Principles of Community.

College/Unit/Department website vet.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 Monday – Friday
8:00 am – 5:00 pm Advertised Salary Commensurate with Experience Posting Date 11/06/2026 Open until filled Yes Closing Date Proposed Starting Date 12/07/2026 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 ( [e-mail] ). 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 II FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Bachelor’s degree or equivalent plus 2 years of related experience

Preferred Qualifications 3 to 5 years of professional office administration experience

Position Summary The position provides executive-level support to the Associate Dean of Research and Graduate Affairs in the College of Veterinary Medicine on a wide‑range of administrative duties including tracking, prioritizing, and managing the Associate Dean’s daily workflow for college grant coordination, research, and graduate affairs programs and serves as the primary liaison for faculty, staff, and students. The successful candidate will be responsible for overseeing the day-to-day administrative operations of the office, ensuring smooth functioning and efficiency. This role requires a professional who excels in multitasking, problem‑solving, and maintaining a productive work environment. The individual will act as a central point of contact for internal and external partners by coordinating communication and facilitating operations of the office. This position demands exceptional leadership skills to supervise office staff and to manage relationships effectively. The ideal candidate will have a proven track record in office administration, demonstrating the ability to develop and implement office policies and procedures that enhance productivity. Furthermore, the individual will be entrusted with overseeing the management of budgets, and ensuring compliance with relevant regulations. Attention to detail and confidentiality are paramount, as the role involves handling sensitive information. If you are a proactive individual with a strong commitment to operational excellence and a dedication to maintaining an organized and professional office environment, we encourage you to apply for this pivotal position.

Knowledge, Skills, Abilities and/or Competencies Working knowledge of professional office practices and procedures;
Excellent knowledge and experience with Microsoft Office (Word, Excel, PowerPoint);
Excellent organizational, analytical and time management skills;
Good oral and written communication skills;
Strong interpersonal skills;
Ability to maintain confidentiality;
Ability to use discretion with confidential information;
Ability to work under extremely limited supervision.

Physical Demands Occasional lifting of objects weighing up to 20 lbs.
Remember details and draw appropriate conclusions.

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

• Manage, coordinate, track, and prioritize the Associate Dean’s daily schedule and communications.

• Initiate and respond as necessary to requests and inquires, both written and verbal, on behalf of the Associate Dean, upholding a strict level of confidentiality on highly sensitive matters.

• Brief the Associate Dean regularly on deadlines; research and gather all information to prepare the Associate Dean for each day’s activities; stay abreast of all current situations and be prepared to provide insight and recommendations as needed.

• Proofread and edit the Associate Dean’s correspondence and provide recommendations as needed.

• Draft correspondence and reports for the Associate Dean.

• Compile information and statistical data to inform and draft program reports and appraisals to UGA upper administration.

• Develop and implement office policies and procedures based on analyses of internal processes.

• Hire and supervise student workers employed by the Dean’s and Associate Dean’s Offices.

• Supervise Office Assistant

• Provide on-board training for incoming staff members and student workers in the Associate Dean’s Offices.

• Update and maintain Intranet pages for Research, Faculty and Graduate Affairs.

• Update and maintain Intranet pages for DEI .

• Organize and coordinate Zoetis and Bowen Research Awards and Faculty Mentoring Award.

• In partnership with CVM’s Assistant Dean of Research, coordinate activities and programs related to CVM research activities.

• In partnership with CVM’s Assistant Dean of Faculty Affairs, coordinate activities and programs related to CVM Faculty Affairs and P&T process, including dossier preparation and submission and related committee meetings and trainings.

• In partnership with the CVM Strategic Planning Process Coordinator, coordinate committee activities and processes.

Percentage of time 50

• Act as liaison between the Associate Dean’s Office and the UGA Research Office, UGA Graduate School Office and College Associate Dean’s and Center Directors across campus; CVM Dean’s Office, directors, department heads, faculty, staff and students; industry; government; other institutions; and the public.

• Coordinate activities for the Precision One Health Initiative, including coordination of partnership meetings (Engineering, Institute of Gerontology, Pharmacy, Public Health, SREL , Veterinary Medicine) and faculty hire committee meetings.

• Maintain records and ensure compliance with legal and regulatory requirements.

• Organize and schedule meetings, appointments, and office events, including scheduling the Dean’s Conference Room and the graduate and undergraduate classroom.

• Use discretion in all communications to protect confidentiality.

• Draft correspondence on behalf of the Associate Dean, communicating accurately and timely.

• Answer questions and interpret policies and procedures.

• Initialize and facilitate Visa process for international scholars participating in the Georgia Veterinary Scholars Program ( GVSP ).

Percentage of time 15

• Organize and track agenda items for committee and staff meetings associated with the Research and Graduate Affairs Office.

• Write, distribute, and retain agendas, minutes and decisions in file as necessary.

• In partnership with CVM’s Dean’s Office, assist with P & T process and training programs.

Percentage of time 15

• Serve as the reconciler of expenses for the Associate Dean’s Office, including the GVSP and One Health Programs and Science of Veterinary Medicine Symposium. Vouchers will be submitted in correct format with corresponding receipts.

Percentage of time 10

• Provide oversight of annual confidential evaluation review process and materials for individuals under the purview of the Associate Dean’s Office, including the Graduate Affairs Staff, Research Staff, Program Directors, Facilities Management, and Assistant Dean’s for Research, Faculty Affairs, Graduate Affairs, and DEI .

• Maintain a record and documentation of Program Director’s 3 year reviews.

• Support in the development of other reports and data bases as needed by the Associate Dean’s Office, e.g., gather background information and data; provide document structure; and proofread and edit documents for clarity.

• Provide subsequent reports to the Dean, federal agencies and others.

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. Sharron Quisenberry Recruitment Contact Email [e-mail] 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