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ADMINISTRATIVE SPECIALIST I

Employer
The University of Georgia
Location
Athens Area

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Job Details

Posting Number:

S12053P

Working Title:

ADMINISTRATIVE SPECIALIST I

Department:

Warnell-Sch Forestry & Nat Res

About the University of Georgia:

Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. 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 employs approximately 3,000 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 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, in office only (no remote options)

Advertised Salary:

Commiserate with experience

Posting Date:

05/06/2024

Open until filled:

Yes

Proposed Starting Date:

06/24/2024

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).

Classification Title:

Administrative Specialist / Coordinator

FLSA:

Non-Exempt

FTE:

1.00

Minimum Qualifications:

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Position Summary:

The position provides Administrative and Fiscal support performing a variety of administrative and accounting functions and others as and when assigned. This is a position that uses the ability to organize duties and responsibilities ensuring that tasks are completed in a timely fashion.

This position involves use of P-Card.

Knowledge, Skills, Abilities and/or Competencies:

Considerable knowledge of office administration and procedures. Excellent organizational and communication skills. Working experience in Windows environment including spreadsheets, word processing, e-mail, and the internet. Working knowledge of OneSource Financials and UGA Foundation Fame Check Request and Reporting System. Ability to demonstrate a high level of customer service attitude for serving a wide variety of clientele of faculty, staff, students, and external entities by developing and maintaining effective working relationship with everyone.

Physical Demands:

Sitting at desk for extended periods of time.

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? :

Yes

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.

Background Investigation Policy:

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities:

Access Control Liaison – maintaining records of all keys active at Warnell
- Distribution of keys and maintenance of records
- Taking deposits
- Issuing deposit refunds (via OneSource payment requests)
Maintenance of auditable electronic filing system for all incoming deposits

Percentage of time:

15

Duties/Responsibilities:

Purchasing and maintaining all Warnell office supplies using UGAMart and PCard. Acts as purchasing agent for Warnell faculty and staff, including working as Warnell Xerox contact and maintaining supplies/maintenance for 3 machines, and other office equipment.

Percentage of time:

15

Duties/Responsibilities:

Primary contact for reserving conference rooms/lobbies
Flinchum’s Phoenix (Warnell event space) representative
- Facilitates reservations, invoicing, and payments for reservations
- Schedules security via UGA Police Department

Percentage of time:

20

Duties/Responsibilities:

Answers main Warnell phone line
Responsible for closing building at end of day
Distribution of USPS and campus mail
Process UPS/FedEx shipments
- Creating shipments and paying invoices with OneSource payment requests

Percentage of time:

10

Duties/Responsibilities:

Invoice processing for Warnell (via OneSource Payment Requests/GL Journals)
UGA Foundation Accounting: Processing payments of invoices and reimbursements from the Warnell School’s UGA Foundation accounts. Recording all foundation expenditures, revenues in an Access database and preparing monthly reports.

Percentage of time:

30

Duties/Responsibilities:

Other duties as assigned to ensure smooth functioning of the Warnell Administrative and Fiscal Offices

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:

Ashley McCullough

Recruitment Contact Email:

ashley.mccullough@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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