Posting Details

Posting Details

Posting NumberS03948PWorking TitleADMINISTRATIVE SPECIALIST IDepartmentVet Med Large Animal MedicineAbout 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 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. We have an expectation that all employees will demonstrate a contribution to diversity and inclusion as embodied in our Principles of Community (http://vet.uga.edu/principles-of-community/)

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

Monday – Friday 8 hours per day. Some earlier mornings/later afternoons required periodically.

Advertised SalaryCommensurate with ExperiencePosting Date09/11/2019Open until filledYesClosing DateProposed Starting Date10/01/2019Special 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 Qualifications

Experience with UGAMart, OneSource/OneUSG Connect, University policies and procedures,Promotion and Tenure.

Proficiency in Microsoft Office.

Associate’s Degree and two years of responsible office experience OR Bachelor’s degree preferred.

Position Summary

This position works under limited supervision and is relied upon to support a variety of department initiatives. Position plans and organizes its own activities according to known protocols and procedures. Activities may be highly confidential in nature encompassing graduate student programs, faculty tenure applications in addition to regular administrative activities. The primary purpose of this position is to provide administrative support for the Department of Large Animal Medicine and operations of the main office and to assist the department’s faculty as well as current and incoming interns and residents. Additional duties may be assigned.

Knowledge, Skills, Abilities and/or Competencies

Excellent written and verbal communication skills. Ability to handle multiple tasks, take initiative, anticipate, work independently, and pay attention to detail.

Prioritize assignments. Working knowledge of university, college and departmental policies and procedures, organizational skills, ability to use discretion with confidential information, and the ability to use independent judgment.

Experience with MS Word and Excel. Knowledge of general office equipment.

Physical Demands

Sitting at a desk for long periods of time. Occasional lifting.

Is driving a responsibility of this position?Is this a Position of Trust?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.

Duties/Responsibilities

Duties/Responsibilities

Clinical Rotation Management

1. Utilize complete knowledge of Large Animal Medicine and Surgery course requirements to assist efficient administration of student enrollment and allocation within course schedules.
2. Load E*Value information for course evaluation of faculty and students.
3. Serve as department alternate to load and post faculty documents to both Banner and eLC.
4. Complete clinical block scheduling and coordinate clinical master schedule.
5. Other responsibilities within the purpose and scope of the position, including providing professional administrative work for the Small Animal Medicine Department.

Percentage of time20 Duties/Responsibilities

Duties/Responsibilities

Intern and Resident Support

1. Coordinate the Resident Match
a. Enter residency descriptions.
b. Coordinate resident visits.
c. Process and rank applications.

2. Coordinate Intern Selection
a. Post intern opportunities on AAEP site.
b. Collect and track candidate resumes.
c. Organize information for review committee.
d. Coordinate logistics and appointments for candidate interviews and feedback.

3. Resident and Intern Onboarding
a. Act as a contact and assist new interns.
b. Participate in orientation.
c. Provide office/administrative support.
d. Account management.
e. Process purchases.

Percentage of time20 Duties/Responsibilities

Duties/Responsibilities

Promotion and Tenure

1. Assist the Department Head by managing the promotion and tenure process for tenure/tenure-track faculty members.
2. Format curriculum vitae and dossiers.
3. Generate and send surveys to House Officers, rDVMs, and alumni.
4. Prepare request for external letters of evaluation.
5. Process submission of documents.

Percentage of time13 Duties/Responsibilities

Duties/Responsibilities

Evaluation Management: Prepare evaluations for various events

1. Prepare and distribute annual student evaluations for residents, interns, and faculty.
2. Prepare 5-year and 3-year reviews for faculty.
3. Prepare Intern/Resident Faculty and program evaluations.
4. Prepare for in-house Hospital Intern exit evaluations.

Percentage of time12 Duties/Responsibilities

Duties/Responsibilities

Accounting Duties

1. Serve as primary p-card holder for the Department and apply considerable knowledge of p-card procedures and parameters to support purchase decisions.
2. Assist with the preparation of travel authorizations and the corresponding reimbursements for the department.
3. Utiliize UGAmart and the Financial Mangement System to process purchases
4. Order Uniforms and work apparel for faculty, residents and interns and verify that all purchases comply with the uniform purchasing guidelines.
5. Assist the Business Manager with other accounting/financial tasks.

Percentage of time10 Duties/Responsibilities

Duties/Responsibilities

General Administrative Duties

1. Facilitate externships.
2. Assist students/staff/faculty members.
3. Assist with the use of the copier and fax machine including submitting maintenance request and programming new email addresses into the copier.
4. Reserve departmental classroom and conference room as requested for meetings and courses.
5. Take meeting minutes for various departmental committees.
6. Schedule meetings via various methods including qualtrics, doodle poll, and email.
7. Assist faculty with various projects and events and anticipate upcoming yearly departmental events including Continuing Education opportunities.
8. Maintain office supplies inventory.
9. Answer multi-line telephone.
10. Other duties as assigned.

Percentage of time10 Duties/Responsibilities

Duties/Responsibilities

Faculty Searches

1. Track relocation expenses and process reimbursements.
2. Coordinate travel and hotel accommodations for potential faculty.
3. Create itinerary and organize events.
4. Make reservations for candidate’s interview.
5. Process airfare and travel arrangement reimbursements.

Percentage of time6 Duties/Responsibilities

Duties/Responsibilities

Departmental Intranet Administrator

1. Maintain the departmental intranet webpage.
2. Create new pages and set user restrictions.
3. Upload block schedules, promotion and tenure procedure documents, biweekly and monthly payroll calendars, and various administrative forms.
4. Maintain the departmental directory and ensure that the current version is posted to the intranet.
5. Upload updated policies. Examples include but are not limited to the CVM vehicle policy and the Vet Teaching Hospital dress code.
6. Ensure that items uploaded to the intranet are presented in the correct formatting.

Percentage of time5 Duties/Responsibilities

Duties/Responsibilities

OneSource/OneUSG Departmental Backup

1. Approve payment requests, UGAmart orders, travel authorizations, and reimbursements in the Business Manager’s absence.
2. Correct hourly time sheets in the Business Manager’s absence.

Percentage of time3 Duties/Responsibilities

Duties/Responsibilities

Young Scholars Program Departmental Contact

1. Coordinate and manage the Young Scholars Program high school student intern.
2. Prepare clinics schedule.
3. Order uniforms.
4. Help prepare project poster and submit the order to have it printed.
5. Notify the departmental faculty of the YSP presentation and awards ceremony.

Percentage of time1Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you possess a valid driver's license?
   • No Response
   • No
   • Yes

Applicant DocumentsRequired Documents

1. Resume/CV
2. Cover Letter

Optional Documents