Administrative Specialist I

Job description

Posting Details

Posting Details

Posting NumberS04145PWorking TitleAdministrative Specialist IDepartmentCOE Career & Information StudiesAbout 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/Department

The Department of Career and Information Studies develops informed leaders through teaching, research, and service in learning, design, and technology; and career and workforce development. Programs within the department emphasize creativity and innovation in learning, instruction, scholarship, and outreach.

Our faculty members are diverse and have deep knowledge of teaching and learning within multiple in-school and out-of-school settings. As an interdisciplinary group, we focus on innovative approaches to effective teaching and learning to help citizens develop knowledge and expertise in a variety of areas.

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

Monday—Friday, 8am—5pm

Advertised SalaryCommensurate with ExperiencePosting Date10/14/2019Open until filledNoClosing Date10/23/2019Proposed Starting Date11/18/2019Special 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 FamilyFTE1.0Minimum 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 position serves as the first point of contact for the Department of Career and Information Studies. Responsibilities include performing administrative, support, and financial duties with wide latitude for exercising discretion and judgment. This staff member works closely with the Business Manager providing assistance with professional level accounting work and preparation of financial reports, travel authorizations, expense reimbursements, payment requests, and purchase requests in a thorough and timely manner. The ability to interpret written policies and procedures and explain them to others is essential to this position. All department inventory is maintained by this position. This staff member utilizes UGAjobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals.

Knowledge, Skills, Abilities and/or Competencies

• Working knowledge of UGA practices, procedures, and systems
• Proficiency in Microsoft Office applications
• Complete tasks accurately and efficiently
• Willing to attend training to become proficient in various programs necessary to complete job duties
• Proficiency with office equipment such as copier and multi-line telephones
• Self-starter
• Strong organizational skills and time management skills
• Excellent written and verbal communication and interpersonal skills
• Ability to use discretion with confidential information
• Ability to follow oral and written instructions
• Ability to develop positive relationships with students, faculty, staff and visitors
• Ability to work in a busy environment with many distractions
• Work collaboratively and cooperatively in groups
• Positive attitude

Physical Demands

Sit at a computer and stand for an extended time and to lift up to 40 pounds.

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.



Administrative Support

Provide administrative and office support for the College of Education, Department of Career and Information Studies (CIS). Responsibilities include the following tasks:
o Serve as first point of contact for the office and maintain an excellent atmosphere of customer service to students, faculty, staff and the general public
o Answer phones and assist callers with needs or reroutes to appropriate CIS staff or faculty member
o Maintain organized workspace, including copy room
o Distribute mail per the daily schedule
o Schedule meeting rooms and classrooms for CIS related events
o Maintain up-to-date list-serves and manage email announcements to faculty, staff and students as requested
o Manage reception tasks such as appointments, lists, mail distribution, and other general administrative support duties as assigned
o Assist Department Head, Associate Department Head, Business Manager and faculty with planning and implementing departmental events such as retreats, professional development activities and workshops, etc.
o Verify semester syllabi has been uploaded to UGA syllabus system by faculty
o Open office at the beginning of the day and close in the evenings
o Maintain inventory of office supplies and order supplies as needed
o Create and maintain databases as requested by Department Head
o Work closely with search committees to perform routine tasks e.g. – communicating with applicants, making arrangements with airlines, van services and hotels for campus interviews, managing paperwork. Work closely with Business Manager in monitoring reimbursements for searches
o Attend staff meetings and other meetings as assigned
o Assist Department Head with faculty and graduate student course evaluation system and management of course evaluations
o Compose routine letters, email communications and other communications at the request of Department Head and Associate Department Head
o Be proficient in course scheduling tasks
o Maintain and secure all paper based personnel files
o Other duties as assigned

Percentage of time35 Duties/Responsibilities


Business Affairs and Human Resources Support

Support business and accounting-related tasks such as:
o Assist Business Manager with preparation of financial reports
o Prepare and initiate travel authorizations, expense reimbursements, payment requests, and purchase requests to be approved by Business Manager
o OneSource/OneUSG Departmental Backup- approve payment requests, purchase requests, travel authorizations, and expense reimbursements in the Business Manager’s absence
o Serve as pcard reconciler and secure pcard bank statements with backup
o Utilize UGAjobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals
o Assist with paperwork for visiting scholars; assist visiting scholars with obtaining ID cards, library access and office space
o Assist with paperwork for international faculty visa status
o Gathers and processes paperwork for part-time and full-time Faculty Appointment packages prior to deadlines (to turn over to Business Manager for financial processing)
o Assist Department Head with faculty promotion and tenure applications and dossier preparation and management
o Assist Department Head in management of department faculty updated curriculum vita, annual faculty evaluations, and ELEMENTS reports needed for faculty annual evaluation
o Demonstrate core competencies and seek continuous training and professional development to enhance knowledge, skills, and abilities with a minimum of 20 hours
o Other duties as assigned

Percentage of time35 Duties/Responsibilities


Faculty Support

Support faculty related tasks such as:
o Assist new faculty with orientation to the department, college, and university by providing information and answering questions
o Support faculty with routine tasks related to teaching or research involving collecting forms, filing paperwork, or preparing materials
o Assist with communications and logistical arrangements for guest speakers, visiting alumni, prospective students, or other persons associated with departmental functions
o Other duties as assigned

Percentage of time10 Duties/Responsibilities


Student Support

Support student related tasks such as:
o Serve as backup to clear students for registration as requested by faculty/staff
o Assist students and families with general questions as they visit the office, during campus visits, orientation and prospective student events
o Manage GA office space and answer routine questions
o Student Affairs Professional Backup- admissions, graduation requirements, and other associated student support activities
o Other duties as assigned

Percentage of time10 Duties/Responsibilities


Operations and Logistics Management

Manage the maintenance and improvement of the Department’s physical space, which includes the following tasks:
o Serve as the CIS phone representative
o Maintain CIS key inventory and distribution
o Maintain CIS parking passes
o Maintain CIS equipment maintenance and yearly computer rotation
o Manage yearly equipment inventory; surplus equipment and inventory as needed
o Place service calls for copiers, printers and other office equipment.
o Work with Department Head and Business Manager and Facilities Management to coordinate physical office changes, including but not limited to furniture relocation, construction, etc.
o Other 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
    1. List of References with Contact Information




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    Job No:
    Posted: 10/17/2019
    Application Due: 10/25/2019
    Work Type: