Job description

Posting Details

Posting NumberS05197PWorking TitleADMINISTRATIVE SPECIALIST IIDepartmentVet Med Research and Graduate AffairsAbout 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 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 (

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

8:00 am – 5:00 pm
Monday – Friday

Advertised SalaryCommensurate with ExperiencePosting Date09/08/2020Open until filledNoClosing Date09/16/2020Proposed Starting Date11/01/2020Special 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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Classification TitleOffice/Clerical LeadFLSANon-ExemptJob 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 provides executive-level support to the Associate Dean of Research and Graduate Affairs in the College of Veterinary Medicine on a wide range of administrative duties including tracking, prioritizing, and managing the Associate Dean’s workflow; acting as liaison between the Associate Dean and other entities on- and off-campus; and anticipating and addressing needs of the Associate Dean by using independent judgment while working under pressure and maintaining a professional demeanor. Many responsibilities are of a sensitive, confidential and high-profile nature, which include personnel matters. The scope of this position within the College involves seven diverse academic departments.

Knowledge, Skills, Abilities and/or Competencies

Working knowledge of professional office practices and procedures;
Excellent knowledge and experience with Microsoft Office (Word, Excel, PowerPoint);
Excellent organizational, analytical and time management skills;
Good oral and written communication skills;
Strong interpersonal skills;
Maintain confidentiality;
Use discretion with confidential information;
Work under extremely limited supervision.

Physical Demands

Occasional lifting of objects weighing up to 20 lbs.
Remember details and draw appropriate conclusions.

Is driving a responsibility of this position?NoIs this a Position of Trust?YesDoes 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)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.



Manage, coordinate, track, and prioritize the Associate Dean’s daily schedule and communications. Initiate and respond as necessary to requests and inquires, both written and verbal, on behalf of the Associate Dean, upholding a strict level of confidentiality on highly sensitive matters. Brief the Associate Dean regularly on deadlines; research and gather all information to prepare the Associate Dean for each day’s activities; stay abreast of all current situations and be prepared to provide insight and recommendations as needed. Proofread and edit the Associate Dean’s correspondence and provide recommendations as needed. Hire and supervise student workers employed by the Dean’s and Associate Dean’s Offices. Provide on-board training for incoming staff members and student workers in the Dean’s and Associate Dean’s Offices.

Percentage of time50Duties/Responsibilities

Act as liaison between the Associate Dean’s Office and the UGA Research Office, UGA Graduate School Office and College Associate Dean’s across campus; CVM Dean’s Office, directors, department heads, faculty, staff and students; industry; government; other institutions; and the public. Use discretion in all communications to protect confidentiality. Draft correspondence on behalf of the Associate Dean, communicating accurately and in a timely manner. Answer questions and interpret policies and procedures. Initialize and facilitate Visa process for international scholars participating in the Georgia Veterinary Scholars Program (GVSP).

Percentage of time15Duties/Responsibilities

Organize and track agenda items for committee and staff meetings associated with the Research and Graduate Affairs Office. Write, distribute, and retain agendas, minutes and decisions in file as necessary.

Percentage of time15Duties/Responsibilities

Serve as the reconciler of expenses for the Associate Dean’s Office, including the GVSP and One Health Programs and Science of Veterinary Medicine Symposium. Vouchers will be submitted in correct format with corresponding receipts.

Percentage of time10Duties/Responsibilities

Provide oversight of annual confidential evaluation review process and materials for individuals under the purview of the Associate Dean’s Office, including the Graduate Affairs Staff, Research Staff, Program Directors and Assistant Dean for Research. Maintain a record and documentation of Program Director’s 3 year reviews. Support in the development of other reports and data bases as needed by the Associate Dean’s Office, e.g., gather background information and data; provide document structure; and proofread and edit documents for clarity. Provide subsequent reports to the Dean, federal agencies and others.

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: 9/15/2020
      Application Due: 12/14/2020
      Work Type: