Administrative Specialist

Job Details

Posting Number:

S08431P

Working Title:

Administrative Specialist

Department:

F&A-VP for Finance & Admin

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.

About the College/Unit/Department:

Please click here to view the Finance & Administration Mission and Vision

College/Unit/Department website:

https://fanda.uga.edu/

Posting Type:

External

Retirement Plan:

TRS

Employment Type:

Employee

Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

8:00 a.m. – 5:00 p.m., Monday-Friday

Advertised Salary:

$53,000 - $67,000 Salary is commensurate with experience

Posting Date:

05/04/2022

Open until filled:

No

Closing Date:

05/20/2022

Proposed Starting Date:

06/01/2022

Special Instructions to Applicants:

Priority consideration will be given to those who complete the application process by Friday May 20th; however, screening will continue until the position is filled.In addition to your resume/cv, cover letter, and reference contact information, please upload your statement of commitment to diversity to the Other Documents #1 upload option.

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 ([email protected]).

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:

1.0

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 provides executive level administrative support to the Office of Vice President for Finance and Administration and serves as the principle point of contact and liaison with internal and external constituencies with regard to scheduling meetings and managing the calendar for the Assistant Vice President for Finance & Administration and Chief of Staff, Director of Diversity, Equity & Inclusion, and three OVPFA Special Project Advisors. This position reports to the OVPFA Business Manager and will operate as an integral member of the OVPFA staff support team. This position administratively supports OVPFA events which are initiated by the Diversity Committee, New to F&A Day Committee and the F&A Recognition Committee; as well as, other OVPFA initiatives as needed or requested.
This position serves as the first point of contact for the Office of Vice President for Finance and Administration. Responsibilities include: opens, read/route incoming and outgoing mail, logs mail, answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals, schedule meetings with Finance and Administration management, campus constituents and other senior administrators. This staff member works closely with the Business Manager by 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. Interpreting written policies and procedures and explaining them to others is essential to this position. OVPFA inventory is maintained by this position as well as the management of the copier lease agreement and annual contract renewal process. This position utilizes UGAjobs to initiate new positions, modify and evaluate current positions, and submit hiring proposals. This position routinely deals with issues of a highly confidential nature and uses discretion effectively.

Knowledge, Skills, Abilities and/or Competencies:

  • Ability to solve problems, multi-task, and work as a valued member of a team in an active and exciting work environment
  • Service focused and a self-starter
  • Experience in the role of executive level office support and an understanding of academic institutions
  • Working knowledge and familiarity with general office procedures, equipment such as fax, copier/scanner, and administrative practices and procedures including: composing and formatting letter, memos, announcements, emails and note taking using proper grammar and punctuation
  • Knowledge of UGA Financial Management System, UGAjobs, and UGA Budget Management System, and OneSource
  • Experienced with UGAmart, UGA Calendar System, Zoom, and proficient in Microsoft Office application (with emphasis on mail merge feature)
  • Excellent interpersonal skills, and consistently demonstrate cooperation, courtesy, and tact in the handling of job responsibilities
  • Ability to use discretion with confidential information
  • High degree of autonomy, professionalism, and ability to work collaboratively in a team setting
  • High degree of proficiency in scheduling meetings, and event planning involving senior level administrators
  • Willing to attend training to become proficient in various programs necessary to complete job duties
  • Strong organizational skills and time management skills

Physical Demands:

  • Sitting, standing, and/or remaining on feet for long periods of time; transporting and setting up equipment and materials for events.
  • Stooping, bending, squatting, walking, kneel, climb
  • Lift and/or move up to 20 pounds

Is driving a responsibility of this position?:

No

Is this a Position of Trust?:

No

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

No

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):

No

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:

Financial, Business, and Human Resources Support

Provide administrative support for the F&A Diversity Committee, New to F&A Day, and the Recognition Committee as requested.

This includes scheduling meetings, drafting agendas, preparing invitations, programs, and other documents, scheduling venues, and photography. Mailing letters and other correspondence, ordering supplies and services through UGAmart. Provide expenditures to the OVPFA Business Manager for processing and expenditure tracking for events including but not limited to the following:

  • F&A New to F&A Day
  • F&A Recognition Committee
  • F&A Diversity Committee

Percentage of time:

30

Duties/Responsibilities:

This position is the principle point of contact and liaison with internal and external constituencies with regard to scheduling meetings and managing the calendar for the Assistant Vice President for Finance & Administration and Chief of Staff, Director of Diversity, Equity & Inclusion, and three OVPFA Special Project Advisors. This position ensures all of the Assistant VP’s calendar appointments are accurate and updated with appropriate information and primary responsibility for the proactive management of the Assistant VP calendar.

This position manages all travel for the Assistant VP/Chief of Staff. This involves attention to detail with regard to registering for major conferences and meetings and communication directly with the Assistant VP/Chief of Staff regarding preferences, changes, etc.

This position provides secondary administrative support to the Vice President for Finance & Administration in the absence of and upon request of the OVPFA Business Manager.

Percentage of time:

30

Duties/Responsibilities:

Support business and accounting-related tasks such as:

  • Assist Business Manager with the preparation of financial reports and queries
  • Collecting edits and updates for the F&A Business Continuity Plan twice per year
  • OneSource/OneUSG department back up to initiate travel authorizations, expense reimbursements, payment requests, and purchase requests in the Business Manager’s absence or as needed
  • Utilize UGAjobs to initiate new positions, modify and evaluate current positions, an submit hiring proposals
  • Demonstrate core competencies and seek continuous training and professional development to enhance knowledge, skills and abilities
  • Maintains inventory records for OVPFA and completes annual inventory process through the Asset Management System
  • Responsible for the management of the departmental copier lease agreement and annual contract renewal process

Percentage of time:

20

Duties/Responsibilities:

Communication

  • Assists with planning and distribution of correspondence on behalf of OVPFA
  • Draft congratulatory and thank you letters for Vice President for Finance & Administration as well as the Assistant VP/Chief of Staff
  • Draft speaking notes for the Assistant VP/Chief of Staff for Finance & Administration

Percentage of time:

10

Duties/Responsibilities:

Additional Support

  • Opens, sorts, logs and distributes incoming/outgoing mail
  • Handles sensitive or confidential information in a discretionary manner
  • Retrieve and deliver inner office mail between OVPFA, Human Resources, and Finance Division
  • Scanning and making copies and printing materials for meetings
  • Ordering and sending flowers, cards or other condolence on behalf of the OVPFA
  • Greets and directs callers and visitors in the OVPFA reception area
  • This position may be asked to help provide phone coverage for other administrative offices within the Administration Building when needed
  • Coordinating with Bulldog Print+Design for ordering letterhead/envelopes and business cards
  • Ensures the copier room is well supplied with copier paper and acts as primary point of contact for the copier if someone needs assistance
  • Disposing of the OVPFA copier room shredding and recycling regularly

Percentage of time:

10

Contact Details:

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name:

Nancy Ingram

Recruitment Contact Email:

[email protected]

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.

Find Us
Telephone
706-542-3000
Location
215 S. Jackson St.
Athens
Georgia
30602
United States

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert