Posting Details

Posting Details

Posting Number S11797P

Working Title ADMINISTRATIVE SPECIALIST II

Department Warnell-Academic Affairs

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.

About the College/Unit/Department

College/Unit/Department website

Posting Type External

Retirement Plan TRS

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Full Time

Work Schedule

Additional Schedule Information

M-F, 8-5

Advertised Salary $33,000 - $50,000 commensurate with experience

Posting Date 03/12/2024

Open until filled Yes

Closing Date

Proposed Starting Date 04/15/2024

Special Instructions to Applicants

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).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.



Position Information

Classification Title Office/Clerical Lead

FLSA Non-Exempt

FTE 1.00

Minimum Qualifications

Requires at 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.

Preferred Qualifications

Associate degree or 2 years of responsible office experience or Bachelor's or some equivalent combination of education and experience in an office setting

Position Summary

This position provides administrative support for the Associate Dean for Academic Affairs and other members of the academic program staff in the Warnell School and reports to the Associate Dean for Academic Affairs.

Knowledge, Skills, Abilities and/or Competencies

Incumbent should be detail-oriented and capable of managing multiple tasks in a time sensitive environment; should be eager to support others; should be able to work effectively with administrative officials, faculty, staff and students alike; should have strong organizational skills; should be an effective oral and written communicator; and should have the ability to maintain confidentiality. Experience with UGA's Financial processes, Classroom reservation software (25 Live), Athens, Banner, Qualtrics. Experience working with Certificate programs.

Physical Demands

Lift 30 pounds, sit for long periods of time, drive on occasions.

Is driving a responsibility of this position? Yes

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.

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

Duties/Responsibilities

Administrative Services
• Main point of contact for the Office of Academic Affairs
• Handle all classroom reservations within Warnell with 1 other peer
• Maintain/reconciles all (3) accounts used by the Associate Dean/Student Services Staff processing reimbursements using OneSource; prepares budget requests for following year; orders all materials needed for and by Student Services team
• Maintain Associate Dean's calendar and appointments
• Maintain Annual inventory records for office; including equipment and recruitment materials
• Processes all payments state/foundation through Warnell fiscal office and/or OneSource for Student Services team
• Assist with faculty communications
• Maintain electronic files for ADAA office

Percentage of time 35 Duties/Responsibilities

Student Services
• Process all paperwork for fund distribution in an accurate and timely fashion for student clubs; sets SAB agenda each semester with 1 peer; manages listserv for club officers with 1 peer; orders food for club meetings and processes payment; reconciles all budgets from Tate allocations; assist with all club elections for school and university committees
• Provide administrative support for Warnell curriculum actions, including appeals and admissions
• Manage two certification programs for School including websites, listservs, & printed materials, plus clear students to graduate certificate in Athena; manages listserv for each program
• Coordinate materials for graduate students going up for teaching awards within UGA and Warnell; and routes/distributes info to Student Services team
• Manages spreadsheet for scholarships
• Track all stages of students applying for internship class including MOUs, Banner overrides, and evaluations to/from employers
• Assigns lockers to students and unassigns when student has graduated
• Assist with items purchased with and for Student Ambassadors Program

Percentage of time 30 Duties/Responsibilities

Faculty Services
• Assist School with all phases of the Promotion and Tenure, Post Tenure Reviews, 3rd year review process, and peer evaluation program
• Communicate with the Dean's Office on faculty going up for Graduate status
• Coordinate materials from faculty going up for instructional awards
• Communicate all activity reports to faculty and assist Associate Dean with annual evaluations
• Remind fiscal office and IT manager of promotions happening after July 1 each year
• Handle preparation and scoring of materials for learning outcome assessments and exit interviews

Percentage of time 20 Duties/Responsibilities

Events
• Lead for Graduation which includes reserving venue, prepares program, printing tickets, seat place holders, logistics in general for event, processes all payment associate with event
• Assist team members with Admin support for School-sanctioned student events/activities

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

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

Recruitment Contact Name Rhett Jackson

Recruitment Contact Email rjackson@warnell.uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you possess a valid driver's license?
   • No Response
   • No
   • Yes

Applicant Documents Required Documents

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information

Optional Documents