Administrative Specialist - CAES Academic & Faculty Affairs

Posting Details

Posting Details

Posting Number S12567P

Working Title Administrative Specialist - CAES Academic & Faculty Affairs

Department CAES-Assoc Dean Instruction

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

Monday - Friday 8am-5pm

Advertised Salary $40,000-$45,000 commensurate with experience

Posting Date 08/23/2024

Open until filled Yes

Closing Date

Proposed Starting Date 10/01/2024

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 as 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 online 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 online 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

Position Summary

The Administrative Specialist serves as the primary point of contact for the College of Agricultural & Environmental Sciences (CAES) Academic & Faculty Affairs office, handling a variety of administrative tasks to ensure smooth daily operations. This position encompasses a broad range of duties, including front office management, administrative support, equipment and supply management, as well as coordination of departmental vehicles and maintenance. This position will effectively balance a diverse set of responsibilities while contributing to the overall efficiency of the department. The Administrative Specialist is an integral part of our team, contributing to the success of the Academic and Faculty Affairs office and the broader university community.

Knowledge, Skills, Abilities and/or Competencies

• Strong organizational and multitasking abilities
• Excellent communication skills, both verbal and written
• Proficiency in office software, including Microsoft Office Suite, Adobe creative cloud
• Familiarity with basic financial procedures and procurement processes
• Detail-oriented and able to maintain a high level of accuracy in tasks
• Ability to work independently and collaboratively
• Exceptional customer service and interpersonal skills

Physical Demands

• Light office work
• Sitting and/or standing for long periods of time
• Driving as needed to perform job duties

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) 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.

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

Front Office Management:

• Coordinates the day-to-day operations of the front office including greeting visitors, answer telephones, and handle incoming mail; responds directly to routine requests, directs specific inquires to the appropriate staff member; handles duplicating, fax, and email communications.
• Coordinates office supply orders.
• Co-manages scheduling 103 Conner Hall meeting room.
• 25-Live scheduler for the office
• Assist in the onboarding process for student workers and new staff members in office operations and policies as needed.
• Serves in a dotted line relationship co-managing the student assistants.

Percentage of time 60 Duties/Responsibilities

Administrative Support:

• Provides staff support to all staff of Academic & Faculty Affairs office as needed.
• Provides administrative support for CAES faculty governance including the CAES Faculty Council and CAES representation to the University Council.
• Monitors and reports on the status of curriculum items.

Percentage of time 20 Duties/Responsibilities

Financial and Vehicle Coordinating:

• Enters payment requests, purchase orders, and procurement card charges for the department.
• Assist in payment tracking and financial reporting as needed.
• Oversees equipment inventory reporting and departmental key assignments
• Manages departmental vehicles, including reservations, maintenance appointments and monthly detailing. Secure rental vehicles for departmental use as needed.

Percentage of time 20

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 Dana RIcks

Recruitment Contact Email danash@uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*). Applicant Documents Required Documents

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

Optional Documents