Administrative Assistant to the Director of the Hugh Hodgson School of Music

High school diploma or equivalent and 2 years of related experience

• Excellent written and oral communication, customer service, leadership, and interpersonal skills.
• Ability to develop and maintain effective, collaborative relationships with faculty, staff, students, alumni, donors, and other stakeholders. Ability to work independently and as part of a team.
• Demonstrated competence in interacting with diverse individuals; skill in conflict resolution, cultural intelligence, emotional intelligence; and commitment to diversity, equity, and inclusion and continuous learning.
• Exceptional organizational and project management skills, ability to manage time and resources effectively, ability to manage competing priorities and meet deadlines, and ability to use independent judgment and discretion to make administrative and procedural decisions with confidential information. Flexible and creative thinker, problem solver, and self-starter.
• Ability to learn complex procedures and systems quickly and produce complex reports using a variety of digital tools.

• Anticipate, initiate, and coordinate administrative matters.
• Research and gather all information related to ongoing issues and initiatives; stay abreast of all current issues and deadlines, and be prepared to provide insight, support and recommendations.
• Initiate and respond to requests and inquiries, both verbal and written, on behalf of the director, upholding a strict level of confidentiality on highly sensitive matters.
• Manage and assist with hiring proposals, job searches, and administrative matters related to new and current faculty and staff. Assist all search committees with logistics, scheduling, and communications.
• Draft/edit correspondence, for the director, communicating accurately and in a timely manner.
• Maintain extensive file system and documents related to the administration of the School of Music.
• Provide editing/proofing for a variety of projects, publicity, various faculty dossiers, etc.
• Support for all areas related to accreditation.
• Management of special projects including the HHSOM Graduation and Awards program, the Opening Convocation, faculty/staff retirement events, the music instrument locker system, and the inventory system.
• Manage the director's daily schedule, communications, and meeting scheduling.

• Primary point of contact for the Director's office in day-to-day administration of the School of Music, providing direct support to staff, faculty and students, as well as extended support to other administrative offices, parents, other institutions, and the public, as needed, using discretion in all communications.
• Management of the Federal Work Study System (up to 12 students), with direct supervision of two main office students, and support to six faculty and staff supervisors.
• Support for faculty and staff meetings, UGA systems access, policy guidance, forms processing, etc.

• Support for a variety of programs and systems, including PCard Purchasing, check receipts, Program for Minors support, the Music listserv, AED system monitoring and building safety plans, and UGAJobs.
• Back-up support to other areas of administration, room scheduling through 25Live, front office support of the phone system, mail, storeroom management, surplus management, building maintenance requests, purchasing and any other administrative area, as needed, due to vacations, sickness, or vacancies.
• Other duties as assigned