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Administrative Specialist

Job Details

Posting Number:

S07737P

Working Title:

Administrative Specialist

Department:

FACS-Fam & Cons Sci

About the University of Georgia:

PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement for
Federal Contractors pending further review. As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.

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 15 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 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

Posting Type:

External

Retirement Plan:

TRS

Employment Type:

Employee

Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday – Friday, 8am – 5pm.

Advertised Salary:

Commensurate with Experience

Posting Date:

01/22/2022

Open until filled:

Yes

Proposed Starting Date:

02/04/2022

Location of Vacancy:

Athens 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).

UGA Statement:

PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement for
Federal Contractors pending further review. As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.

The University of Georgia is a Federal Contractor as defined by Presidential Executive Order 14042 and subject to the requirement that Federal Contractors must ensure that all covered employees, including those working remotely, are fully vaccinated by January 4, 2022. You may be required to show proof of your fully vaccinated status at the time of your start date, or have received a medical or religious exemption from the fully vaccinated requirement at the time of your start date. For more information regarding the Federal Contractor fully vaccinated employment requirement please visit https://coronavirus.uga.edu/executive-order/ or call (706) 542-2222.

Classification Title:

Office/Clerical Lead

FLSA:

Non-Exempt

Job Family:

Administrative

FTE:

1.00

Minimum 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.

Position Summary:

This position serves as the primary administrative support for FACS Associate Deans, provides administrative support for the student scholarship and study abroad award process and provides general administrative support to the Dean’s office. Considerable interaction with students, faculty and staff are expected in this position; therefore, this individual should understand the importance of providing good customer service and projecting a positive demeanor with poise, professionalism and inclusion. Strong communication and interpersonal skills are essential.

Knowledge, Skills, Abilities and/or Competencies:

o Familiarity with and ability to quickly learn UGA Financial Management System, FAME, UGAMart, GAIL, Scholarship Universe, web software (e.g. Expression Engine), and Microsoft windows based applications such as Word, Excel and Outlook.o Ability to use discretion with confidential information.o Ability to work in an open work environment with interruptions and high activity.o Ability to remember, organize and consistently focus on a large amount of detail.o Demonstrated ability to coordinate and manage multiple competing priorities in an organized, efficient manner to meet deadlines.o Demonstrate initiative to help others including guests and other office staff as needed.o Demonstrate understanding and commitment to diversity, team work and collaborative culture.

Physical Demands:

Sitting for long periods of time. Working at a computer.

Is driving a responsibility of this position?:

No

Is this a Position of Trust?:

Yes

Does this position have operation, access, or control of financial resources?:

Yes

Does this position require a P-Card? :

No

Is having a P-Card an essential function of this position? :

No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?:

No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):

Yes

Credit 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:

Serve as administrative support staff for associate deanso Independently manage calendars, arrange meetings, monitor and respond to the departmental associate dean email account. Anticipate and provide administrative and project support for associate deans. o Coordinate travel arrangements nationally and state wide, including completion of travel authorizations, hotel accommodations, coordination of flights and processing all travel reimbursements for associate Deans.o Facilitate travel authorities and travel expense statements for field faculty traveling on Associate Dean for Extension and Outreach funded projects. o Responsible for compiling and preparing a wide variety of documents, including but not limited to, the College’s annual report and departmental theses and dissertation annual report to be updated in the Family & Consumer Sciences Research Journal.o Coordination of curriculum matters, including administrative support for the College curriculum committee as well as liaison to the University Curriculum office.o In conjunction with Associate Dean’s, provide budget management assistance, reviewing account balances and expenditures as well as processing invoices for payments and ordering items as needed using OneSource Financial System and FAME. o Maintain and update various webpages on the College website.o Organize, facilitate and record minutes for various meetings as needed.o Maintain accurate administrative and academic records.

Percentage of time:

40

Duties/Responsibilities:

Management of College Scholarship Processo Independently manage College scholarship process from awarding of funds to distribution for approximately 50 different scholarships and awards for students. Assist students with application process and answer questions related to scholarships available. Monitor gift use agreements for scholarships and awards to ensure appropriate use of funds.o Work closely with Associate Dean for Academic Programs and other designated staff on scholarship approval and amounts awarded.o Process scholarships through online system, including cancelation and reallocation of funds if student withdraws from program.o Update and maintain current scholarship information on website. This includes ensuring applications are active on website when needed and working closely with IT for any edits to the application required.o Manage communication concerning college scholarship process. This will include creating and distribution of award letters for students, ensuring correct donor information, and communication to program directors and department heads advising them of scholarship recipients.

Percentage of time:

30

Duties/Responsibilities:

Deans office coverageo Share office coverage in the Dean’s office with other support staff. This will include proactively greeting and assisting guests, answer multiple telephone lines, mail distribution, and maintaining office equipment.o Serve as back up to Assistant to the Dean as needed and directed.o Schedule 2 conference rooms in Dawson Hall as needed.o Serve as administrative support on search committees, planning committees, Dean’s office event support and convocation support as needed.o Supervisor FWS student that supports the Dean’s office.o Other duties as assigned.

Percentage of time:

20

Duties/Responsibilities:

Management of Study Abroad processManage the study abroad process. This includes, but is not limited to:o Work with Associate Dean of Academic Programs and assigned committee to approve submitted proposals for education abroad trips.o Send approval/denial letters for education abroad to the Program Directors on behalf of the Associate Dean of Academic Programs.o Manage student scholarship application process from awarding funds to distribution.o Assist with FACS Week Learn, Go, Grow.o Ensure updated education abroad information is available for students. o Verify study abroad scholarship recipients are enrolled in appropriate course(s).

Percentage of time:

10

Contact Details:

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. For assistance with your application or login, please email hrweb@uga.edu.

Recruitment Contact Name:

Lynn Parham

Recruitment Contact Email:

lparham@uga.edu

Organization

The University of Georgia, a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest and most comprehensive institution of higher education. Founded in 1785, it is the birthplace of public higher education in America.

Today, UGA enrolls more than 40,000 undergraduate, graduate, and professional students. The main campus has 460 buildings on 767 acres of land. The total acreage of UGA in 30 Georgia counties is 41,539. UGA has 18 colleges and schools, which include Agricultural and Environmental Sciences, Arts and Sciences, Business, Ecology, Education, Engineering, Environment and Design, Family and Consumer Sciences, Forestry and Natural Resources, Graduate School, Journalism and Mass Communication, Law, Pharmacy, Public Health, Public and International Affairs, Social Work, Veterinary Medicine, and the Honors College. It offers 24 baccalaureate degrees in more than 140 fields; 33 master’s degrees in 144 fields; 8 educational specialist degrees; four doctoral degrees in 99 areas; professional degrees in law, pharmacy and veterinary medicine; and more than 170 study-abroad and exchange programs. UGA Libraries rank among the nation’s best research libraries and contain a total of 5.3 million volumes and one of nation’s largest map collections. The university has had 25 recipients of the prestigious Rhodes Scholarship, making it one of the nation’s top Rhodes producers among public universities. UGA is home of the Peabody Awards, presented annually for distinguished achievement and meritorious public service for television, podcast/radio, and digital media. It also is home of Georgia’s State Botanical Garden, state Museum of Art and State Museum of Natural History. Additionally, UGA has one of the largest and most comprehensive public service and outreach programs conducted by an American educational institution.

Company info
Telephone
706-542-3000
Location
215 S. Jackson St.
Athens
Georgia
30602
US

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