Posting Details

Posting NumberS05319PWorking TitleAdministrative Specialist IDepartmentPresident's OfficeAbout 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

Monday through Friday, 8:00am to 5:00pm, with some flexibility as needed

Advertised Salary$43,000 - $48,600, based on qualifications and experiencePosting Date10/19/2020Open until filledNoClosing Date11/02/2020Proposed Starting Date01/01/2021Special Instructions to Applicants

When applying, you will be required to attach the following electronic documents: 1) A resume/CV; 2) A cover letter indicating how your qualifications and experience have prepared you for this position; and 3) The names of three – five professional references, their email addresses and telephone numbers.

Location 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 (hrweb@uga.edu).

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 Qualifications

Three to five years of experience working as an administrative assistant in higher education; ability to work effectively with diverse groups of faculty, staff, students, and alumni; and strong communications, interpersonal, public relations, and computer skills.

Position Summary

This administrative specialist I position serves as administrative assistant to the president’s chief of staff and the president’s special assistant to the president. This position requires a 40-hour per week work commitment, Monday through Friday, 8:00am to 5:00pm, with some flexibility as needed based on the schedules of the chief of staff and special assistant to the president.

Knowledge, Skills, Abilities and/or Competencies

Attendance and Punctuality: Is timely for work in arrival and departure. Anticipates the need for changes in work schedule; communicates the need for changes to supervisors in a timely manner.

Dependability: Can be relied upon to carry out instructions and responsibilities thoroughly, completely, and in a timely manner. Demonstrates accountability for use of time and materials. Keeps supervisors well informed on work projects and assignments.

Interpersonal: Works effectively with other individuals (co-workers, supervisor, students, faculty, staff, and other constituents) in the performance of job duties. Demonstrates consistent cooperation, courtesy, professionalism, and tact in the handling of job responsibilities.

Physical Demands

Siting, standing, and/or remaining on feet for long periods of time; transporting and setting up equipment and materials for events.

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.

Duties/Responsibilities

Duties/Responsibilities

Scheduling

Maintain calendars for the chief of staff and special assistant to the president, including accurately scheduling, updating, and removing appointments for both individuals.

Serve as primary point of contact for all persons (internal and external) seeking to schedule meetings and events with the chief of staff and special assistant to the president.

Prepare for meetings involving the chief of staff and special assistant to the president, including distributing agenda, ordering food and beverage, reserving rooms, and providing pertinent materials in advance.

Plan and coordinate all logistics associated with travel by the chief of staff and special assistant to the president (campus, local, domestic, and international).

Percentage of time45Duties/Responsibilities

Project Management and Documentation

Manage action files on annual and one-time projects led by the chief of staff and special assistant to the president.

Prepare, proofread, and distribute correspondence prepared by the chief of staff and special assistant to the president, including maintaining appropriate document and correspondence files for both individuals.

Sort incoming documents (mail, meeting materials, drafts, etc.) into appropriate folders for review by the chief of staff and special assistant to the president. Bring documents requiring expediting to their attention and monitor the status.

Disseminate outgoing mail in a timely manner and log correspondence coming for tracking purposes.

Percentage of time40Duties/Responsibilities

Other Administrative Support

Receive all incoming calls and place outgoing calls as requested.

Greet and assist visitors to the Office of the President.

Participate in scheduled office meetings and staff development opportunities.

Provide backup support to staff in the Office of the President.

Other duties as assigned in line with this job description.

Percentage of time15Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant DocumentsRequired Documents

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information

Optional Documents