Institute Assistant - IPBGG

Posting Details

Posting Details

Posting Number S15955P Working Title Institute Assistant - IPBGG Department CAES-Plant Breed, Gene & Genom 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 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, 8AM through 5PM. Occasional travel for events.

Advertised Salary Commensurate with Experience Posting Date 10/23/2026 Open until filled Yes Closing Date Proposed Starting Date 12/01/2026 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 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 Department Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Preferred Qualifications Position Summary

The Institute Assistant II for the Institute of Plant Breeding, Genetics & Genomics (IPBGG) will provide administrative and operational support to the IPBGG Administrative Manager, faculty, students, and program activities. The incumbent will assist with a variety of transactional administrative functions, including processing and tracking purchasing and financial documentation, maintaining accurate records, coordinating communications, and supporting day-to-day administrative needs of the Institute.

The incumbent will support the planning and execution of IPBGG events and activities, including recruitment events, seminars, the Annual Retreat, Boerma Lecture, and other meetings and special events. Responsibilities may include coordinating event logistics, managing registrations and communications, preparing materials, arranging facilities and catering, processing related transactions, and assisting with post-event follow-up.

The incumbent will also provide administrative support for IPBGG's graduate programs and interdisciplinary activities by maintaining accurate electronic records, assisting with admissions and recruitment processes, coordinating information related to student rotations and program requirements, and responding to routine inquiries from students, faculty, and prospective students. The position will work closely with the IPBGG Administrative Manager to ensure that administrative processes, records, transactions, and program activities are completed accurately and in a timely manner.

Knowledge, Skills, Abilities and/or Competencies

• Demonstrate strong attention to detail, organization, communication, and follow-through
• Ability to manage multiple priorities
• Willingness to learn and support a wide range of administrative functions

Physical Demands

• Sitting for long periods at a desk
• Lifting up to 25lbs.

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

Duties/Responsibilities

Transactional & Administrative Support

• Provide administrative and transactional support to the IPBGG Administrative Manager, faculty, staff, and students, including processing purchase orders, payments, reimbursements, travel authorities, expense reports, and other financial transactions.
• Process and track purchasing and financial documentation in accordance with UGA and College policies and established budgetary guidelines.
• Create and track purchase orders for events, conferences, promotional materials, supplies, and other IPBGG needs.
• Assist faculty, staff, and students with travel and expense processes and provide guidance on applicable UGA policies and procedures.
• Maintain accurate administrative, financial, program, and event records to create reports for the IPBGG Administrative Manager and Director as needed.
• Coordinate administrative requests and communications with UGA offices, vendors, faculty, staff, and other internal and external stakeholders.
• Schedule meetings, maintain calendars, prepare meeting materials, record minutes, and provide follow-up on administrative action items.
• Assist with special projects and other administrative functions that support the day-to-day operations of IPBGG.

Percentage of time 30 Duties/Responsibilities

Event Planning & Coordination

• Assist IPBGG leadership and faculty with planning and coordinating recruitment events, seminars, the Annual Retreat, Boerma Lecture, and other meetings and special events.
• Assist with event logistics, including venue reservations, catering, transportation, lodging, registrations, technology, materials, and other arrangements.
• Assist with coordinating travel arrangements and related logistics for invited speakers, faculty, students, and other participants.
• Assist with preparing event communications, invitations, agendas, registration materials, programs, and other event materials.
• Coordinate event-related purchasing, payments, travel, and other transactions in collaboration with the IPBGG Administrative Manager.
• Provide logistical and on-site support for IPBGG events and serve as a point of contact for attendees, faculty, staff, speakers, vendors, and other stakeholders.
• Assist with post-event follow-up, recordkeeping, and reconciliation of event-related expenses.

Percentage of time 30 Duties/Responsibilities

Marketing, Communications & Digital Presence

• Maintain and update the IPBGG website and other digital resources to ensure information is current, accurate, and accessible.
• Assist with the management and maintenance of IPBGG social media accounts and develop content to promote Institute programs, events, research, accomplishments, and activities.
• Develop and distribute communications promoting IPBGG recruitment activities, seminars, lectures, events, and other initiatives.
• Create promotional materials, announcements, newsletters, flyers, digital content, and other communications in collaboration with faculty and IPBGG leadership.
• Coordinate with faculty, staff, students, and other stakeholders to gather information and develop content highlighting IPBGG research, programs, faculty accomplishments, and student activities.
• Assist with maintaining a consistent and professional public presence for IPBGG across digital, print, and other communication platforms.
• Monitor and organize digital content, photographs, announcements, and other materials for use in IPBGG communications and promotional activities.

Percentage of time 20 Duties/Responsibilities

Graduate Student & Program Affairs

• Assist with IPBGG graduate student admissions and recruitment activities, including reviewing applications, preparing offer letters, maintaining applicant records, and communicating with prospective students.
• Utilize UGA and Graduate School systems to maintain accurate student records and support student appointments, admissions, program participation, and other routine processes.
• Coordinate information related to program requirements, registration, graduation processes, orientations, and other routine program matters.
• Respond to routine inquiries from current and prospective students and faculty and refer academic or specialized questions to the appropriate faculty or program leadership.
• Assist with student recruitment activities, information sessions, orientations, and other IPBGG program initiatives.
• Maintain accurate electronic records and provide reports or information regarding current and prospective students as requested by IPBGG leadership.

Percentage of time 20

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 Maddilyn Johnson Recruitment Contact Email maddie.johnson@uga.edu Recruitment Contact Phone 7065830161

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

• Other Documents #1