Description

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 01/08/2026 Open until filled Yes Closing Date Proposed Starting Date 02/02/2026 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 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 Administrative Assistant III FLSA Non-Exempt FTE 1.00 Minimum Qualifications
High school diploma or equivalent and 5 years of related experience
Preferred Qualifications Position Summary
Handle day-to-day logistics planning for the Department of Romance Languages, delegating where necessary. Primary contact for Franklin Works for the Department of Romance Languages. Assist with preparation of faculty hires, including search committee planning, as well as the preparation of faculty annual evaluations with department heads approval. Prepare and coordinate MRR and SRR proposals for Gilbert Hall, delegate general facilities requests to appropriate staff members. Handle planning and preparation of annual office assignments for GTAs, Instructors, and Faculty. Process curriculum proposals in CAPA. Assistant to the Department Head, including the preparation of letters on behalf of the department head, scanning and submitting promotion and tenure dossiers. Work closely with Associate Head and Language Supervisors on the planning and organizing of FREN, ITAL, PORT, ROML, and SPAN courses. Work closely with department administration on the planning and execution of fundraising efforts. Supervise one staff position within the department, including the preparation and execution of necessary trainings.
Knowledge, Skills, Abilities and/or Competencies

• Able to work independently and in a responsible manner to perform these duties.
• Strong organizational and people skills; proven skills in written communications.
• Previous experience in the management of complex projects, including skills to identify, prioritize, and accomplish specific tasks needed to accomplish routine work.
• Flexibility to adapt to changes in work priorities and job needs.
• Excellent computer and technology skills including proficiency in Microsoft Works, Excel, PowerPoint, Adobe CS6, eLc, Degreeworks, Dreamweaver, Qualtrics, SARA.
• Experience in the use of the Banner Student System, Athena, Argos, and NOLIJ.
• Ability/willingness to learn other technology applications and office processes.

Physical Demands

• Sitting at a computer for extended periods of time.

Is driving a responsibility of this position? No Is this a Position of Trust? No 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) 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

Duties/Responsibilities
Assistance to Department Head:

• Coordinate New Hires/Returning Hires: Prepare EOO letters; Fill out EOO form; Prepare offer letters for all faculty ranks.
• Prepare annual renewal letters for non-tenured faculty.
• Scan and submit faculty promotion and tenure dossiers.
• Compose correspondence for the department head's signature.
• Assist with the preparation of annual evaluations for faculty.

Percentage of time 20 Duties/Responsibilities
Facilities Support:

• Prepare and coordinate MRR and SRR proposals for Gilbert Hall.
• Handle FMD requests for surplus pick-ups, office updates, etc. based on updates to office assignments.

Percentage of time 5 Duties/Responsibilities
Program/Departmental Support:

• Assign yearly office assignments for graduate students and instructors.
• Collaborate with OGE and Immigration Services for visa paperwork and documentation
• Determine the Gilbert Hall classroom assignments for each semester, and provide to sectioning officer for data entry into Banner.
• Update the Romance Languages Directory for each academic year.
• Receive and prepare deposit transmittals for Graduate Translation Exam's.
• Serve as the coordinator for Faculty Search committees: Preparation of Job Announcements for UGAJobs and other online platforms; Planning zoom and in-person interviews; Planning hotel accommodation, if needed, for in-person interviews.
• Review list of constituents using GAIL: Prepare and send Thank you letters.
• Event management: organize fundraising efforts for departmental foundation accounts.

Percentage of time 30 Duties/Responsibilities
Staff Supervisor:

• Serve as the supervisor for the department's administrative assistant position.
• Approve timesheets, absence and leave requests in OneSource.
• Complete annual evaluations.
• Handling training and management of staff tasks and responsibilities: Which can include, but is not limited to, reviewing and revising GTA offer letters.
• Supervising the data entry of courses into Banner and fixing issues when they arise for scheduling.

Percentage of time 15 Duties/Responsibilities
Financial Coordinator:

• Serve as the liaison between the Franklin Business Office and the department.
• Assist faculty, graduate students, and staff with the preparation of expense reports and Travel Authorization form(s).
• Maintain list of monetary commitments, to assist with the tracking of expenses and budget amounts.
• Keep track of FCSIB to coordinate hiring of GTAs and part-time and limited-term instructors, as well as overload compensations.
• Create, approve, and submit NEP's for ROML invited speakers/guests.
• Coordinate with speakers/guests to complete vendor registration forms.
• Submit scholarship recipient data in Scholarship Universe.

Percentage of time 30

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 Dana Bultman Recruitment Contact Email dbultman@uga.edu 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