Administrative Specialist

Job description

Posting Details

Posting Details

Posting NumberS03122PWorking TitleAdministrative SpecialistDepartmentCAES Crop and Soil SciencesAbout 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

The UGA College of Agricultural and Environmental Sciences (CAES) is among the best and most established U.S. colleges of agriculture. In its classrooms, its Agricultural Experiment Stations and its statewide network of UGA Cooperative Extension offices, the faculty and staff of CAES are dedicated to discovering, teaching, and delivering the science required for healthy living to flourish in Georgia. Agricultural and environmental sciences are only as important as the food you eat, the clothes you wear and the water and air around you. To improve the quality and guard the safety of life’s necessities, CAES has gathered world-renowned scientists and exceptional students.

The Department of Crop and Soil Sciences is a multi-functional, multidisciplinary department committed to excelling as an authority in the crop, soil and environmental sciences. The department supports research, teaching and UGA Cooperative Extension programs at the Athens, Griffin and Tifton campuses. As a respected provider of both leading-edge technology and science-based knowledge, we serve a clientele that includes students, farmers, agribusinesses, consumers, nonprofits and governmental agencies.

College/Unit/Department website TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Normal work hours are 8AM – 5 PM, Monday-Friday

Advertised SalaryCommensurate with qualificationsPosting Date05/08/2019Open until filledYesClosing DateProposed Starting Date07/01/2019Special Instructions to Applicants

Please upload a cover letter, Resume/CV, and a list of references with contact information.

Location of VacancyAthens 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 TitleOffice/Clerical LeadPay GradeFLSAExemptJob FamilyAdministrativeFTE1.00Minimum 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 QualificationsPosition Summary

The incumbent in this position will provide day to day financial support for a group of faculty in the Department of Crop and Soil Sciences as well as assisting the Chief Financial Officer in the general financial operation of the department.

Knowledge, Skills, Abilities and/or Competencies

The person in the position will need to have a working knowledge of UGA’s OneSource system and OneUSGconnect; be able to work independently; have the ability to solve problems that may arise; and be able to provide faculty and appropriate staff with the financial information required to carry out teaching/research/extension programmatic responsibilities.

Physical Demands

Normal for office environment

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?YesDoes this position require a P-Card? YesIs having a P-Card an essential function of this position? YesDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)YesCredit 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.



Serve as the point of contact for an assigned group of faculty in all business and fiscal issues related to account and post-award grant management. This will include all day to day financial support to assigned faculty and their programmatic staff/students. Provide regular and special grant post-award fiscal advice and support to assigned faculty, including monthly account review and initial reconciliation.

Percentage of time50 Duties/Responsibilities


Collaborate with department’s Administrative Manager and Chief Fiscal Manager on financial issues, including review of bi-weekly payroll, monitoring the invalid funding report for each pay period; adding and correcting funding sources as needed; requesting combo codes for new accounts, and other related duties.

Percentage of time30 Duties/Responsibilities


Review all travel authorities, expense reimbursements, purchasing, and check requests related to each assigned faculty’s program for compliance with UGA guidelines; troubleshoot problems that may arise and determine the best resolution; reconcile accounts to ensure that expenditures are posted correctly; review P-Card statements to ensure all purchases comply with policy and appropriate documentation is attached; manage programmatic accounts to provide accurate account information as needed.

Percentage of time20Posting Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. List of References with Contact Information
    Optional Documents
    1. Cover Letter




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    Job No:
    Posted: 5/9/2019
    Application Due: 12/5/2019
    Work Type: