Administrative Specialist - Agricultural & Environmental Services Laboratories

Job description

Posting Details

Posting Details

Posting Number S02937P Working Title Administrative Specialist - Agricultural & Environmental Services Laboratories Department CAES Ag & Environmental Svcs Lab About the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of 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 was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

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 – 5pm

Advertised Salary Commensurate with Experience Posting Date 04/16/2019 Open until filled No Closing Date 05/06/2019 Proposed Starting Date 05/20/2019 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.

Position Information

Classification Title Office/Clerical Lead Pay Grade FLSA Job Family Administrative FTE 1.00 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 qualificaitons.

Preferred Qualifications

Excellent time management skills and the ability to multi-task and prioritize work
Attention to detail
Strong written and verbal communication skills
Excellent customer service skills

Position Summary

This position is the primary administrative and clerical support of the Agricultural and Environmental Services Laboratories (AESL) composed of four laboratories (about 30 benefit eligible full time employees) and the Program Coordinator of the Soil, Plant, and Water (SPW) Laboratory. It oversees the day to day operations of the front office, which includes serving as principal contact on the phone as well as greeting walk-in clients. The incumbent also provides additional administrative support to the Pesticide and Hazardous Waste Lab, the Trace Analysis Lab, and the Consortium for Internet Imaging and Database Systems.

Knowledge, Skills, Abilities and/or Competencies

Ability to obtain a thorough knowledge of UGA policies and procedures
Working knowledge of office practices and procedures
Ability to use discretion and professional judgement
Ability to use independent judgment
Ability to work under limited supervision
Excellent organizational and analytical skills
Familiarity with e-Commerce and Point Of Sale systems

Physical Demands

Light office work

Is driving required to perform essential duties outlined in this position? (This does not include infrequent trips) The successful candidate would have to provide proof that s/he has a valid driver's license when offered employment. Does this position have financial responsibilities? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? 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.



Provides complete administrative support to the Director of the Agricultural and Environmental Service Laboratories (AESL) composed of three laboratories (about 30 benefits eligible full-time employees) and Program Coordinator of the Soil, Plant, and Water (SPW) laboratory. Oversees day to day operation of the front office, which includes serving as principal contact on the phone as well as greeting walk-in clients. Opens and distributes all incoming mail.

Percentage of time 30 Duties/Responsibilities


Responsible for handling purchases (supplies/materials and equipment) through UGAMart for the SPW and working with the SPW lab Coordinator and supervisors to keep inventory current and assist with monthly and annual reports. Communicates with ESupply to keep inventory of analysis bottles ordered by county offices. Responsible for coordinating maintenance/repairs of all office and laboratory equipment for SPW. May serve as a backup for payroll to Business Manager.

Percentage of time 20 Duties/Responsibilities


Responsible for the E-Commerce purchasing of soil test kits, maintaining records of orders, and distribution of kits to clients via carrier. Receives and handles correspondence from Direct Soil Submission Clients and responds to their request for shipping supplies. Verifies cash deposits and credit cards transactions via POS and/or E-Commerce to the appropriate departmental accounts.

Percentage of time 20 Duties/Responsibilities


Prepares UGA and 4-H Foundation check requests against funds based upon information provided. Maintains records of funds and expenditures for 4-H accounts for all labs within AESL. Responsible for handling all travel arrangements and reimbursements timely based upon UGA’s policies and procedures. Assists Business Manager on duties as assigned.

Percentage of time 15 Duties/Responsibilities


Supports the hiring process from recruitment to hire in UGAjobs. Handles all functions within UGAjobs. Uses discretion effectively. Serves as key contact for employee information for AESL. Interprets policies and procedures with explanation to employees. Serves as the Telephone and Inventory Representative.

Percentage of time 10 Duties/Responsibilities


Performs other related duties as assigned.

Percentage of time 5 Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents Required Documents
    Optional Documents
    1. Resume/CV
    2. Cover Letter




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    Job No:
    Posted: 4/17/2019
    Application Due: 5/7/2019
    Work Type: