Posting Details

Posting Details

Posting NumberS03766PWorking TitleAdministrative Specialist to the Department HeadDepartmentFranklin College English DepartmentAbout 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

The English Department at the University of Georgia is a diverse scholarly community of more than 40 faculty, 100 graduate students, and more than 600 undergraduate majors and minors held together by a common commitment to preserving, transmitting, and extending the rich cultural legacy of the English language. At the core of our discipline lie the complex skills of reading and writing, and though these can be productively applied to a wide range of professional goals our own work as scholars and teachers strives to deepen our understanding of the critical and creative imagination. A sympathetic participation in the verbal worlds of other times and places, drawing on the full range of linguistic tools, historical knowledge, and interpretive experience at our disposal, allows our students to enhance their appreciation for expressive possibility. The diversity of the faculty’s interests and research methods helps ensure that an English major at the University of Georgia develops a sophisticated, practical grasp of the central role that language plays in the preservation of human institutions.

College/Unit/Department websiteenglish.uga.eduPosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday-Friday
8:00-5:00pm

Advertised SalaryCommensurate with experiencePosting Date08/15/2019Open until filledYesClosing DateProposed Starting Date09/02/2019Special Instructions to ApplicantsLocation 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 GradeFLSAJob FamilyAdministrativeFTE1.00Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred QualificationsPosition Summary

This position supports the administrative functions of the English Department and provides the Department’s interface with the public, students, parents, university administrators, faculty, and other staff. Working with the department head and the business manager, the administrative specialist will manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem solving, analysis and communication skills. He/She will demonstrate the ability to think creatively, analytically, and strategically and have verified leadership skills with the ability to work independently and as part of a team. This position will provide administrative support to the English department using various programs in the Microsoft Office suite.

Knowledge, Skills, Abilities and/or Competencies

Computer skills; Microsoft Office: Word; Open Office; Excel.

Physical Demands

Sit at a computer 8 hours a day and perform work with multiple interruptions.

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? NoIs having a P-Card an essential function of this position? NoDoes 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.

Duties/Responsibilities

Duties/Responsibilities

Administrative Assistant to the Department Head:
• Screen telephone calls, receive messages, schedule appointments and meetings and answer various
correspondence for the Department Head
• Provide information and/or instruction on departmental policies and procedures to faculty, staff and students

Percentage of time15 Duties/Responsibilities

Duties/Responsibilities

Faculty Affairs and Recruitment:

• Utilize UGAJobs to post vacant faculty positions, reclassify existing positions or create new positions for faculty
• Coordinate all new hire and termination paperwork for over 80 faculty and an average of 15 temporary faculty
hires
• Assure that all employees have completed orientation, ethics training, and/or other training
• Create secure, confidential personnel files, complete EEO forms, Workers’ Comp forms, FMLA forms, Shared
Leave forms, separation notices and exit interview forms
• Coordinate travel arrangements for faculty candidates. Arrange hotel accommodations, schedule appointments
with departmental faculty, dean’s office and provost’s office when required
• Compile data in preparation for an average of 80 faculty evaluations, approximately 8 post-tenure reviews,
reappointments, 5 promotion and tenure dossiers, 5 program review materials, and other projects as needed

Percentage of time30 Duties/Responsibilities

Duties/Responsibilities

Foundation Account Assistance:

• Supervise spending of over $900,000 for the English Department’s 29 University of Georgia Foundation accounts
• Process disbursements for honoraria for guest lectures, payments for various receptions, student awards and
scholarships
• Initiate foundation budget amendments in coordination with the business manager
• Process check requests for the four English Department chaired professorship expense accounts
• Work with the Department’s Social Media and Alumni Relations Coordinator regarding donor development

Percentage of time30 Duties/Responsibilities

Duties/Responsibilities

Key Management:

• Maintains the key supply and an account for key deposits and reimbursements, including collecting deposits,
writing receipts, giving funds to accountant for deposits into account, and completing check request for
reimbursements

Percentage of time5 Duties/Responsibilities

Duties/Responsibilities

Event Management:

• Schedule room 261 Park Hall for meetings, lectures, and receptions for various departments on campus events
• Serves on the annual Department Graduation Day committee to assist with arranging site for ceremony,
contacting caterers, printing award certificates and programs and setting up the reception for over 400 registrants
and families

Percentage of time10 Duties/Responsibilities

Duties/Responsibilities

General Departmental Support:

• Maintain the departmental website
• As a member of the staff in the department, this position supports the faculty. This position either provides the
requested customer service or refers it to the appropriate staff member to respond. In cases where a service is
requested that falls outside of the normal duties, this position will either provide the service or consult with the
business manager as to possible alternative resources
• Coordinate and provide leadership on special projects assigned by the department head and business manager
• Perform tasks and assignments as instructed by the departmental leadership
• Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with
colleagues, faculty members, students, administrators, and members of the public

Percentage of time10Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant DocumentsRequired Documents

1. Resume/CV
2. Cover Letter

Optional Documents