Administrative Specialist

Job Details

Posting Number:

S08412P

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.

College/Unit/Department website:

https://www.fcs.uga.edu/

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:

$27,500 - $52,411

Posting Date:

05/02/2022

Open until filled:

Yes

Proposed Starting Date:

06/05/2022

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 ([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:

1.00

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 is an integral part of the administrative support team in the Dean’s office and involves flexibility to changing work duties. This position is responsible for event planning, donor communications, processing of donor gifts, overseeing logistics, and providing administrative support for the external relations team and general office support for the Dean’s office. The position will work closely with a wide variety of individuals, both on and off-campus; therefore, this individual will understand the importance of providing strong customer service and projecting a positive demeanor with poise, professionalism and inclusion.

Knowledge, Skills, Abilities and/or Competencies:

o Working knowledge of Microsoft windows applications including word, excel, outlook and powerpoint.
o Familiarity with and/or ability to learn quickly, GAIL, UGAMart, FAME, OneSource Financial Management System, Web Software (e.g. Expression Engine).o Ability to work in an open environment with interruptions and high activity.o Collaborative style combined with ability and desire to work in a team based environment.o Professional appearance, attitude and demeanor.o Strong communication and interpersonal skills are essential.o Ability to work well with diverse internal and external populations.o Proactive approach to completing tasks.o Demonstrate excellent customer service skills.o Highly organized, exhibit outstanding time management skills and ability to handle multiple projects and competing priorities while maintaining a high level of work quality.o Ability to maintain a high degree of confidentiality and responsibility regarding information related to university business.

Physical Demands:

Sitting for long periods at the computer, and light lifting up to 15 lbs.

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):

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:

Organizing, implementing and debriefing logistics of events held on-campus and other locations. Examples of tasks include but are not limited to:

o Create electronic invitations through GAIL, and other,; manage RSVPo Create and organize nametags, seating charts, recognition ribbons and registration materials.o Secure contract with venue well in advance, budget, payment of invoices, preparing summary reports including cost reports, attendee list, summary report of event and recommendations.o Develop and type up program, run of show, briefing materials for dean and specials guestso Manage annual calendar of events for external relations. Also review UGA calendar of events and communicate at weekly meetings.o Support FACS Week calendar planning and events.o Provide planning and support for Sky Suite guest list, tickets, parking passes, and beverages for football home games. Inventory and keep supplies stocked for Dawson Hall tailgate. Prepare Friday before game necessary supply cart.o Provide event logistic support and coordination of annual College events, including securing quotes for venues/food, processing payment and being on site the day of evento Coordinate all tasks for the College Faculty/Staff Awards process. This includes updating webpage with current information, receiving and organizing nominations, managing award nomination in eLC, communicating with various committees who are reviewing/selecting recipients, communication with nominees and award recipients, processing monetary award request paperwork, and inviting nominees and recipients to Celebrating Excellence Luncheono In conjunction with Associate Dean for Academic Programs, securing contract with vendor, leading FACS convocation planning committee, developing run of show, communicating with staff regarding needs and assignments for the event, communication with students, processing of monetary award/plaques, serving as lead staff on site the day of event.o Other duties as assigned

Percentage of time:

40

Duties/Responsibilities:

o Arrange meetings and conference calls, assist with conference call set-up and meeting facilitation.o Handle travel arrangements, motor pool reservations, conference registration, , TA creation, travel expense reimbursement for external relations teamo Draft agenda, take minutes and distribute minutes for bi weekly external relations meetings which includes director of Student Success and Advising Center (SSAC), web developer, and Dean.o Attend and take minutes, send follow up reminders for task completion for the Monday weekly meeting of the Development Director, Alumni Director, and Development Coordinator.o Obtain quotes, and process purchases for external relations giveaways. Maintain and communicate inventory.o Compose, edit and type correspondence and maintain office files (electronic and paper).o Place announcements on the College digital signageo Use GAIL (Giving and Alumni Information Link) to request mailing lists for publications, FACS Magazine, invitations and e-newsletters.o Process donor gifts through weekly gift reports utilizing college stewardship plan.o Prepare weekly donor ‘homework’ calls for the dean to steward recent gifts and new Dean’s Circle memberso Prepare and send timely letters, sympathy cards, birthday cards and other correspondence to alumni and friends of the college.o Work with Alumni Director and web developer to prepare and send the college’s alumni e-newslettero Occasional travel to UGA Printing, UGA Development and Alumni Relations offices and other on-campus sites and local locations.o Provide administrative support on special projects for Associate Dean for Extension and Outreacho Updating various college webpages at the direction of the Assistant to the Deano Providing additional support on tasks as needed and directed by the Assistant to the Dean

Percentage of time:

30

Duties/Responsibilities:

o Serve as first point of contact in Dean’s office for guests, greeting, assisting, redirecting as necessary to ensure needs of guests are met. Also share responsibility for Dean’s office coverage with other staff in Dean’s office to ensure coverage on a daily basis.o Attend to mail distribution, answer incoming phone calls for College’s main line and serve as a backup for phones for associate deans.o Maintain inventory, order office supplies and printing as needed for the Dean’s suite.o Schedule two conference rooms in Dawson Hall as neededo Serve as contact for copier used college wide, renew PO, request new lease as needed, order supplies, assist with issues etc.o Recruit, hire, and supervise work study students, schedule work hours and approve hours worked.

Percentage of time:

30

Contact Details:

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

Recruitment Contact Name:

Delilah Nageotte

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

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