ADMINISTRATIVE SPECIALIST I
ADMINISTRATIVE SPECIALIST IDepartment:
Terry College Dean'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 (https://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 7,700 full-time staff. The University’s enrollment exceeds 39,000 students including over 30,000 undergraduates and over 9,000 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.Posting Type:
Benefits EligibleFull/Part time:
Full TimeAdditional Schedule Information:
Monday through Friday 8-5.Advertised Salary:
$39,000-$41,000+ Commensurate with ExperiencePosting Date:
04/13/2021Open until filled:
YesProposed Starting Date:
04/27/2021Location of Vacancy:
Athens AreaEEO 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 Title:
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.Position Summary:
The Administrative Specialist I (“ASI”) position is an integral part of the administrative team of the Dean’s Office. Position interacts with university and college administration, alumni, donors, faculty, students and business community. Will communicate clearly and professionally in person, by phone and in writing. Should possess strong interpersonal skills and ability to work well with others within college, university and outside community. This position involves flexibility to changing work duties and to be a self-starter. Strong writing skills: content creation, able to write business letters, notes and minutes. Will summarize information concisely, exercising good judgment about what is important. Excellent proof reading skills. Strong organization skills. Strong web research skills. Strong time management skills and handle several tasks simultaneously and prioritize. Will maintain high level of confidentiality.Knowledge, Skills, Abilities and/or Competencies:
Advanced Microsoft skills including:
· WORD – proficiency to include spell and grammar check, mail merges, create/modify styles, tables, insert images and objects, and manipulate various file formats.
· EXCEL – proficiency to include use of formulas, multiple sheets in workbooks, formatting, etc.
· POWERPOINT – proficiency in creation of slides to include both text and graphics.
· OUTLOOK – proficiency to include calendar entries, email merges and contacts.
Ability to use mail merge with various data source formats to create customized letters, emails, labels, etc.
Working in a normal office environment.Is driving a responsibility of this position?:
NoIs this a Position of Trust?:
NoDoes 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.Duties/Responsibilities:
I. Deer Run Fellow Program
Development and supervision of the Deer Run Fellow program including:
•Manage application process (nominations, contact with selection committee, correspondence with applicants etc.);
•Manage Deer Run Class;
•Assist Dean with grading of papers;
•Schedule one on one mentoring sessions;
•Schedule and attend various service learning events and dinners; and
•Plan and attend the retreat (twice a year) and reunion (once a year).
Communicate by telephone or in person with various dean’s office constituents including;
•University and College administration, faculty, staff, alumni, and business community;
•Maintain records of communications between Dean’s Office and College’s top executive boards (comprised of CEO’s, donors, and alumni), three executive college committees (comprised of Dean, Associate Deans, academic departments, program directors and committee heads); occasionally attend meetings; and
•Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence.
III.Office Administrative Duties
•Attend to standard mail procedure, answer incoming phone calls for the College (large volume) and redirect as appropriate;
•Manage/order office supplies;
•Other projects as assigned by the Dean and the Assistant to the Dean, such as web research, assist with various College task forces related to strategic planning or college committees;
•Provide occasional administrative assistance to staff/faculty members within the Office of the Dean, as directed by the Dean or Office Manager.
•Work schedule to accommodate opening Dean’s Office by 7:55 am daily Monday through Friday.
•Other duties as assigned by the Dean and/or Assistant to the Dean.
IV.Writing and Editing
Speech writing and editing;
Content creation and proofing of printed materials for the College;
Coordinate with the Office of Marketing and Communications, and the Office of Development and Alumni Relations;
Draft, proof, and format official correspondence and reports to University administration, College administration, high-level business executives/donors/influential alumni; and
Assist Associate Deans and Assistant to the Dean as needed.
V.Dean’s Office Finances
Management of account for all office state and foundation purchases of supplies (invoices and charges), equipment, and services;
Prepare and process departmental travel authorizations and reimbursements.
VI.GAIL Database use
•Maintain University alumni database records (GAIL), financial records, and other college databases and records;
•Integrate complex databases to include but not be limited to complex queries, complicated coding systems and effective understanding of data and fields to ensure accurate data in maintained and understood;
•Merge data from various sources to create customized reports (including tables, spreadsheets, letters etc.).