New

Office Manager

University of Georgia

retirement plan

United States, Georgia, Athens

Jun 24, 2025

Posting Details

Posting Number	S13768P
Working Title	Office Manager
Department	VetMed-Athens Diagnostic Lab
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	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 http://vet.uga.edu/principles-of-community/
College/Unit/Department website	Vet.uga.edu/dlab
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday through Friday 8:00a - 5:00p
Advertised Salary	Commensurate with experience
Posting Date	06/24/2025
Open until filled	No
Closing Date	07/01/2025
Proposed Starting Date	07/14/2025
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	Business Operations Paraprofessional/Professional
FLSA	Non-Exempt
FTE	1.0
Minimum Qualifications	Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary	This position will provide direct administrative assistance to the Departmental Director, Administrative Manager, and Business Manager. Duties will include procurement, accounts payable, accounts receivable, billing and client services.
Knowledge, Skills, Abilities and/or Competencies	Excellent organization skills High capacity to multitask and work independently. Resourcefulness, creativity analytical skills are highly desirable. Excellent computer skills in Excel, Word, and Acrobat are also required.
Physical Demands	1. Lift and carry up to 15 pounds, both assisted and unassisted. 2. Sit for long periods of time and use of repetitive actions during the entire work day.
Is driving a responsibility of this position?	Yes
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	Yes
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

Accounting:

Accounts Receivable -

Process GL Journals for inter-departmental charges.
Monitor accounts 30, 60, and 90 days past due. Send appropriate collection letters.
Perform daily deposits of incoming funds to CVM Business Office
Process credit card payments and enter payments into VetView and Bursar's accounting system and post accounts receivable in VetView.
Assist with check handling and deposit process using Bursar's accounting system (TouchNet and WellsFargo) and post accounts receivable in VetView
Backup for processing monthly client billing and verifying successful transmission to OneSource AR interface

Accounts Payable -

Process all invoices coding with correct chart string using documentation supplied by lab sections to ensure charges have been applied to the proper accounts

Procurement -

Responsible for ordering equipment, supplies and services using UGAmart as a requisitioner.
Monitor all Requisitions and Purchase orders for receipt of product(s), invoices, and payments.
Prepare invoices for Sub-awards, get signed by PI's and Director via Docusign and attach to PO for payment.
Close all Purchase Orders in a timely manner.
Properly file and maintain storage of all documents related to purchasing.
Maintain up-to-date vendor contact information and account numbers.
Maintain up-to-date knowledge of UGA policies and procedures concerning procurement.

Grant Monitoring -

Assist the Director in processing and monitoring AVDL infrastructure grants
Provide PI's with the balances of their grants monthly
Update encumbrances and expenditures on log for grants
Assist with processing APJV's and EDR journals to move necessary charges to grant funds.

Percentage of time

Duties/Responsibilities

Administration:

This position works closely with the Director of the AVDL in providing administrative Assistance to the Director including:

Preparing marketing materials and brochures for local, regional and national meetings
Assist with client communications including AVDL and/or GVDL newsletters, drafting and disseminating MailChimp notifications and other forms of client communications.
Assist with scheduling as needed
Other duties as delegated by the Director

Courier Liaison -

Audit courier pick-up logs and invoices; cross-check courier service billing for accuracy.
Post client pickup charges to appropriate VetView accounts monthly.
Work with courier service vendor as needed to resolve issues with service.
Send requests for UGA ID's for new courier drivers.

Client Services -

Assist clients with questions concerning their accounts.
Provide back-up for CSRs when needed.

VetView -

Assist Administrative Manager on adding new catalog/ test/ product codes
Assist Administrative Manager on updating species/breed information in coordination with the VTH
Add chartstrings/ speedtypes to cases for new research accessions

Percentage of time

Duties/Responsibilities	Human Resources Support: Assist with requests to update position descriptions. Initiate documents for departmental approvals via Docusign. Serve as back-up for personnel actions, including but not limited to position postings, scheduling interviews, and submitting hiring proposals. Serve as back-up for new employee orientation.
Percentage of time	10