Job description

Posting Details

Posting Details

Posting NumberS04120PWorking TitleADMINISTRATIVE SPECIALIST IIDepartmentPSO Carl Vinson Institute of GovtAbout 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/DepartmentCollege/Unit/Department websitePosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

M-F, 7:45-4:45

Advertised Salary$24,500 - $42,488Posting Date10/09/2019Open until filledYesClosing DateProposed Starting Date12/01/2019Special 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 QualificationsPosition Summary

This position is critical in serving as the key administrative support to the Director for all Institute activities. This position organizes and coordinates the day-to-day administrative functions of the Director’s Office and is the primary point of contact for high-level internal and external constituents. This position must provide office management, maintain confidentiality in handling issues of a sensitive nature, and possess high level organizational skills which require the ability to prioritize and multi-task.

Knowledge, Skills, Abilities and/or Competencies

High-level organizational skills, personnel supervision, office management, ability to prioritize, computer skills (MS Office Suite).

Physical Demands

Ability to sit at computer for long periods of time, some standing, and 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?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, patient records, or access to chemicals and medications)NoCredit 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.



Serves as key administrative support to the Director of the Institute of Government for all Institute activities. Initiates and composes correspondence and coordinates/manages logistics of projects/initiatives on behalf of the Director. Exercises independent action and judgment on initiating special projects for the Director. Upholds the strictest confidentiality and discretion on sensitive matters. Maintains and coordinates electronic calendar and daily schedule for Director and Associate Director for the Office of Administration.

Percentage of time40 Duties/Responsibilities


Coordinates domestic and international travel arrangements which includes working with travel agencies, hotels, and airlines. Processes travel authorities and reimbursements, prepares reimbursement requests, processes intra-university charges, and processes invoices and reimbursements. Distributes incoming and outgoing mail for the Institute of Government, including UPS.

Percentage of time15 Duties/Responsibilities


Provides administrative assistance to the Office of Administration. Serves as liaison with other Public Service and Outreach and University departments and units and as a key contact between the Institute and the public.

Percentage of time10 Duties/Responsibilities


Organizes all events for Director’s Office including catering arrangements, preparation of agenda, gathering/compiling information, contacting participants, providing administrative/technical support at meetings.

Percentage of time10 Duties/Responsibilities


Hires and supervises student employees who serve as receptionists for the front lobby area and schedules appropriate coverage.

Percentage of time10 Duties/Responsibilities


Records, organizes, and maintains comprehensive records for the Institute’s Management Team meetings. (Management Team members are the Director and all Associate Directors within the Institute.) This includes arranging catering needs. Prepares agenda and minutes for Management Team meetings and attends all meetings.

Percentage of time5 Duties/Responsibilities


Maintains faculty professional files which includes promotions and awards. Reviews and tracks faculty out-of-state consulting agreements and insures compliance with policies and procedures. Acknowledges contributions of Foundation Account contributors and keeps an up-to-date list of contributors to the Institute of Government. Performs public relations responsibilities through interactions with domestic and international visitors, state and local government officials, dignitaries, UGA administrators and other campus officials, and the general public. Coordinates vehicle and conference room reservations. Compiles and submits the Quantitative Performance Measures data for the Director’s Office. Other related duties as assigned.

Percentage of time10Posting 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: 10/10/2019
      Application Due: 12/28/2019
      Work Type: