Assistant to Department Head

University of Georgia

retirement plan

United States, Georgia, Athens

Feb 12, 2025

Posting Details

Posting Number	S13209P
Working Title	Assistant to Department Head
Department	FACS-Nutritional Sciences
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, 8 am - 5 pm
Advertised Salary	Commensurate with Experience
Posting Date	02/06/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	03/16/2025
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 Manager/Clerical Supervisor
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Requires are 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
Position Summary	The Assistant to Department Head role is an integral part of the success of the Department of Nutritional Sciences' operations in the College of Family and Consumer Sciences. This position is responsible for managing the departmental office, managing administrative staff responsible for undergraduate program and curriculum support, assisting the Department Head, and serving as the departmental human resources support.
Knowledge, Skills, Abilities and/or Competencies	Working knowledge of office practices and procedures. Ability to handle confidential information. Excellent organizational skills. Knowledge of university policies and procedures. Knowledge of software and programs used at UGA/USG.
Physical Demands	Sitting for long periods. Lift 25 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

Departmental Human Resources and Promotion/Tenure Support:

Provide human resources support to Nutritional Sciences (NUTR) for faculty including permanent, limited-term, part-time, adjunct, re-retire-rehires, undergraduate and graduate program faculty appointment/reappointment and Appointment, Promotion & Tenure.
Prepare and submit retire-rehire documents to the Office of Finance and Human Resources for approval.
Prepare and send Part-time Letters of Agreement for part-time faculty to the Office of Finance and Human Resources team.
Assist Department Head (DH) with Request to Initiate Search forms for faculty positions and submit documents for EOO posting waiver when needed.
Create position description in UGAJobs, post position on required advertising venues per UGA policies or initiate internal posting, obtain approvals to advertise and advertise the position on various websites, listservs, etc., and in locations outside of UGAJobs.
Assist Chair of Search Committee, schedule and attend committee meetings, download and post applicant information for committee review, compile candidate ranking results, request approval to interview acceptable candidates, and arrange travel and itineraries for interviewees including assisting with arrangements and reimbursements.
Create and distribute committee feedback forms, send a letter of candidate strengths/weaknesses and request to hire chosen candidate to the dean, identify the reason for not hiring applicants in UGAJobs, and gather required documentation for appointment package, and initiate hiring proposals in UGAJobs.
Maintain spreadsheet detailing when faculty will have their 3rd-year review, 5th-year review, promotion and tenure, and post-tenure reviews.
Ensure DH and faculty being considered for promotion & tenure have the most recent guidelines (university, college, and department).
Guide faculty with dossier preparation.
Assemble dossiers according to the table of contents and convert them to PDF to forward for further reviews/approvals.
Preparation of post-tenure review dossiers.
Provide human resources support to Nutritional Sciences for staff positions.
Assist faculty with Request to Fill forms, updating or initiating new staff position descriptions, initiate posting requests, draft offer letters, manage applicants in UGAJobs, gather documentation for hire, and initiate hiring proposals.
Initiate evaluate and modify position descriptions in UGAJobs.
Assist with Requests for Salary Actions forms.
Assist with issues related to visa and residency for international visitors, faculty, staff, and students, and assemble and process a variety of other documents and issues as needed by the DH, University, and College-related administration of the department.

Percentage of time

Duties/Responsibilities

Assistant to Department Head (DH):

Provide administrative assistance to DH in Nutritional Sciences.
Compose, type and distribute meeting notes, routine correspondence, or reports such as presentations, or expense, statistical or monthly reports.
Prepare/assist DH with departmental reports (annual report, program review, accreditation reports, space utilization, and space needs assessment, etc.).
First point of contact for DH which includes scheduling meetings/appointments with/for DH.
Work with DH to ensure important administrative tasks get accomplished by planning for upcoming deadlines.
Make travel arrangements for DH.
Assigned as a delegate to submit expense reports on behalf of DH.
Assist DH with space allocations for rooms assigned to Nutritional Sciences.
Communicate policies and procedures to faculty, staff and students.

Percentage of time

Duties/Responsibilities

Office Manager:

Supervises office/clerical staff position, monitors day-to-day office/clerical operations and reviews office/clerical staff member's work.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Greet and assist with guests, mail distribution, signing for packages, and emailing individuals for pick-up.
Liaison between the department and other departments/units within FACS, including the Dean's Office.
Direct daily operations of department, analyzing workflow, establishing priorities, development standards and setting deadlines.
Attend staff meeting to discuss policies and procedures, department objectives, activities, or general department needs.
Other duties as assigned.

Percentage of time