ADMINISTRATIVE SPECIALIST

Job description

Posting Details

Posting Details

Posting NumberS03959PWorking TitleADMINISTRATIVE SPECIALISTDepartmentFranklin College Comparative Literature DeptAbout 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/DepartmentCollege/Unit/Department websitePosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Normal work hours are M-F, 8-5. Occasional evenings or weekends may be required to meet deadlines.

Advertised SalaryCommensurate with experiencePosting Date09/13/2019Open until filledNoClosing Date09/22/2019Proposed Starting Date10/14/2019Special 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 FamilyAdministrativeFTE1.0Minimum 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 is a highly responsible position performing administrative support functions for the Department of Comparative Literature and Intercultural Studies. The successful candidate will serve as the departmental sectioning officer as well as play a significant role in purchasing and processing travel authorities and reimbursements. They will also assist the business manager and department head with the daily management of the department. This individual is able to work independently, possesses considerable attention to detail and superior customer service skills.

Knowledge, Skills, Abilities and/or Competencies

Ability to work closely and successfully with a variety of individuals of diverse personalities and backgrounds including other office personnel, faculty, department head and University affiliates.
General knowledge of Microsoft Office including Word and Excel.
Ability to use discretion with confidential information.

Physical Demands

General administrative support and office work environment, Light lifting may be involved, but no more than 25 lbs.

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?NoDoes 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, or patient records)?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

Academic Program Coordination:
*Enter teaching schedule for all semesters using Banner system
*Work with department head and faculty to secure classrooms in Joseph E Brown Hall and using the ASTRA/ARGOS system
*Manage departmental records, spreadsheets, and databases related to enrollments and faculty/graduate student teaching assignments
*Clear student registration holds and act as point of contact for registration concerns
*Initiate course evaluation process

Percentage of time25 Duties/Responsibilities

Duties/Responsibilities

Purchase and Travel:
*Enter and approve purchase orders in UGAMart
*Maintain necessary office and instructional supplies for department
*Approve payment requests, journal vouchers and intra-university payments
*Act as liaison between department, vendors and UGA business offices through purchasing and travel processes
*Point of contact for travel related questions; including preparation of travel authorities and expenses statements
*Responsible for all guest/visitor travel arrangements for department
*Ensure proper documentation received and policy/procedures are followed

Percentage of time25 Duties/Responsibilities

Duties/Responsibilities

Business Manager and Department Head Support:
*Have working knowledge of tasks associated with the business manager position to ensure smooth transition in time of absence
*Assist with scheduling appointments and general office requests for department head
*Maintain departmental calendar and keep office apprised of upcoming deadlines
*General office responsibilities including but not limited to assisting faculty and students with questions, answering phones, handling incoming and outgoing mail

Percentage of time15 Duties/Responsibilities

Duties/Responsibilities

Event Management:
*Serve as primary contact for event coordination
*Interface with faculty, staff, students, and vendors in organizing events such as The Betty Jean Craige Annual Lecture, workshops and conferences, graduate student training workshops, visiting faculty and guests, graduation ceremonies, etc…
*Execute all administrative duties associated with events including processing event approval documentation, managing registrations or RSVP’s, coordinating with vendors to to book venues and and catering, creating and distributing event information

Percentage of time15 Duties/Responsibilities

Duties/Responsibilities

Departmental Communications:
*Serves as main point of contact for department
*Answer phones with multiple lines and greet faculty, students, visitors giving general information in response to inquires
*Process mail, make copies, fax documents, assist faculty and graduate students with office machines and maintain departmental bulletin boards
*Serve as Departmental Telephone Representative
*Maintain accurate and current information on departmental website; serve as liaison with FOIT regarding website concerns
*With input from department head and faculty, generate and edit content for graduate and undergraduate programs, study abroad programs, and other departmental events

Percentage of time15 Duties/Responsibilities

Duties/Responsibilities

Facilities Maintenance and Inventory Control:
*Serve as departmental liaison for Facilities Management Division (FMD) work orders and departmental contact
*Initiate orders for surplus
*Responsible for updating all departmental inventory during inventory review and throughout the year.

Percentage of time5Posting Specific Questions

Required fields are indicated with an asterisk (*).

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

       

       

       

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      Job No:
      Posted: 9/17/2019
      Application Due: 9/23/2019
      Work Type:
      Salary: