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ADMINISTRATIVE SPECIALIST II

Job Details

Posting Details

Posting Details

Posting Number S03143P Working Title ADMINISTRATIVE SPECIALIST II Department Sr VP Acad Affrs & Provost 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 (http://www.uga.edu/). 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

M-F, 8-5

Advertised Salary Commensurate with Experience Posting Date 05/10/2019 Open until filled Yes Closing Date Proposed Starting Date 06/10/2019 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 Position Summary

The Office of Faculty Affairs, a unit within the Office of the Senior Vice President for Academic Affairs and Provost, provides support for faculty and oversight of faculty-related policies for the institution. The Administrative Specialist II position in the Office provides a high level of support to the Associate Provost for Faculty Affairs, and five other full-time employees. This position is the primary point of contact for the office and supports its effective functioning by providing both general administrative support and taking primary responsibility for several projects. Accuracy, timeliness, confidentiality and a high level of professionalism. This Administrative Specialist must utilize a number of UGA data systems including, eLC, OneUSG Connect, OneSource Financials, UGAMart, and UGAJobs. Be proficient in Outlook, Word, and Excel, with some knowledge of Access and Adobe Acrobat to accomplish the assigned duties.

Knowledge, Skills, Abilities and/or Competencies

Strong organizational and time management skills, with proven ability to work independently and to manage and prioritize multiple projects with deadlines.

Knowledge of and ability to learn UGA practices, policies, resources and contacts, as well as USG and BOR policies.

Administrative skills: mail merge, meeting scheduling, calendar management, and executive support.

Technical knowledge: various faculty and UGA data systems, with the ability to easily learn new software and technology as needed.

High motivation to work in a busy position with varied job duties.

Excellent written and oral communication skills.

Ability to be both consistent and flexible as circumstances warrant.

Proven dependability and self-motivation.

Ability to maintain confidentiality and use discretion.

Strong attention to details.

Ability to work effectively and in a collegial manner with diverse personnel including faculty, administrators, staff, students, and outside constituents.

Physical Demands

Sit or stand for long periods of time, lift up to 30 lbs

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? No 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.

Duties/Responsibilities

Duties/Responsibilities

Provides general administrative support for the Office of Faculty Affairs: Handles a variety of responsibilities including scheduling meetings, providing workshop support, completing travel reimbursements, responding to inquiries, logging mail, and duplicating. Periodically inventories and orders office supplies, and handles other financial transactions. Assists faculty appointment and records team as needed. Works in OneUSG Connect coordinate annual production and distribution of faculty contracts. Updates OFA website. Maintains and archives confidential files according to the Records Management retention schedule.

Percentage of time 35 Duties/Responsibilities

Duties/Responsibilities

Coordinates requests and correspondence requiring approval from the Associate Provost for Faculty Affairs, Vice Provost, Provost, President, and/or Board of Regents (BOR): Includes faculty leave of absence requests, probationary extension requests, study abroad faculty, emeritus appointments, and endowed positions. Checks documentation for completeness and works closely with staff in the academic units, UGA Foundation, Provost’s office, President’s office and BOR to coordinate approvals. Notifies stakeholders and updates records.

Percentage of time 30 Duties/Responsibilities

Duties/Responsibilities

Manages procedures for Faculty Promotion & Tenure: Provides administrative support for all promotion-related committees. Manages committee nominations and membership lists. Creates, uploads and manages eLC sites for dossier distribution. Checks dossiers for completeness and compliance with policies. Maintains database of all candidates for promotion and tenure and prepares annual reports. Creates correspondence and committee hand-outs.

Percentage of time 20 Duties/Responsibilities

Duties/Responsibilities

Serves as the sole administrative and special project support for the Associate Provost for Faculty Affairs: Maintains the Associate Provost’s calendar, schedules meetings, updates memos, and performs initial review of tenure-track offer letters. Updates Associate Provost on upcoming deadlines, and projects. Conducts special projects as directed.

Percentage of time 15 Posting Specific Questions

Required fields are indicated with an asterisk (*).

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

    Organization

    The University of Georgia, a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest and most comprehensive institution of higher education. Founded in 1785, it is the birthplace of public higher education in America.

    Today, UGA enrolls more than 40,000 undergraduate, graduate, and professional students. The main campus has 460 buildings on 767 acres of land. The total acreage of UGA in 30 Georgia counties is 41,539. UGA has 18 colleges and schools, which include Agricultural and Environmental Sciences, Arts and Sciences, Business, Ecology, Education, Engineering, Environment and Design, Family and Consumer Sciences, Forestry and Natural Resources, Graduate School, Journalism and Mass Communication, Law, Pharmacy, Public Health, Public and International Affairs, Social Work, Veterinary Medicine, and the Honors College. It offers 24 baccalaureate degrees in more than 140 fields; 33 master’s degrees in 144 fields; 8 educational specialist degrees; four doctoral degrees in 99 areas; professional degrees in law, pharmacy and veterinary medicine; and more than 170 study-abroad and exchange programs. UGA Libraries rank among the nation’s best research libraries and contain a total of 5.3 million volumes and one of nation’s largest map collections. The university has had 25 recipients of the prestigious Rhodes Scholarship, making it one of the nation’s top Rhodes producers among public universities. UGA is home of the Peabody Awards, presented annually for distinguished achievement and meritorious public service for television, podcast/radio, and digital media. It also is home of Georgia’s State Botanical Garden, state Museum of Art and State Museum of Natural History. Additionally, UGA has one of the largest and most comprehensive public service and outreach programs conducted by an American educational institution.

    Company info
    Telephone
    706-542-3000
    Location
    215 S. Jackson St.
    Athens
    Georgia
    30602
    US

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