Administrative Specialist I

Posting Details

Posting Details

Posting Number S12616P

Working Title Administrative Specialist I

Department COE-Lifelong Ed, Admin&Policy

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

The Department of Lifelong Education, Administration, and Policy includes three program areas:
* Learning, Leadership, and Organization Development
* Qualitative Research
* Educational Administration and Policy

Our faculty challenge and engage students in graduate programs focused on intellectual inquiry, research, and practice. Our programs prepare leaders who create and share knowledge and strategies to improve the quality of life of individuals and organizations.

Department faculty are recognized nationally and internationally for contributions in research and policy development. Our faculty members' research includes action research, multicultural perspectives in adult education, education law, gender inequity, administration, school improvement, education policy, human resource and organizational development, the superintendency, and qualitative research methods.

College/Unit/Department website https://coe.uga.edu/directory/lifelong-education-administration-and-policy/

Posting Type External

Retirement Plan TRS or ORP

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Full Time

Work Schedule

Additional Schedule Information

Monday - Friday
8am-5pm
assigned office space in River's Crossing bldg

Advertised Salary Commensurate with Experience

Posting Date 09/06/2024

Open until filled Yes

Closing Date

Proposed Starting Date 10/07/2024

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

* working knowledge of MS Office Software, Banner, UGAjobs, and eLC.
* Excellent Organizational Skills
* Excellent Keyboarding skills
* Excellent written and oral communication skills
* Ideal candidate will be open to professional development and acquiring new skills

Position Summary

This is a high level administrative position that administers and oversees the daily activities in the department of Lifelong Education, Administration, and Policy. This incumbent serves as the assistant to the Department Head. This incumbent will be working with all levels of administration, faculty, staff, and students to accomplish tasks. This employee frequently handles materials and correspondence that are sensitive in nature. Employee uses a high level of confidentiality.

This incumbent coordinates with the departmental business manager in effectively addressing small & large projects for departmental events, purchasing/inventory, and operations. This employee also coordinates with the student affairs professional for student services. The person in this position is crossed trained with other staff in certain areas to provide backup for one another in instances of unplanned absences.

Knowledge, Skills, Abilities and/or Competencies

• Dedicated, proactive, has excellent organizational skills, and takes ownership of tasks with very minimal supervision.
• Possess excellent typing skills, excellent written and oral communication skills, have a high level of computer literacy, and fully versed with MS Office software.
• Have a good learning aptitude, with the goal of developing and achieving excellence in assigned tasks and overall office workflow.

Physical Demands

• Sit at a desk and work at a computer for extended periods of time.
• Normal physical demands of an office environment.
• Lift office equipment (i.e.. printers, computers, monitors), office supplies, re-position desks and chairs, and lift/unpack paper boxes.

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? 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) 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

• Oversee and administer the daily activities of the Department of Lifelong Education, Administration, and Policy.
• Provide administrative support to the Department Head (manage calendar, compose emails, draft letters, etc.) as needed.
• Serves as internal principal point of contact for the office.
• Schedule and coordinate meetings and departmental events, assisting programs with annual awards, assist student organization).
• Communicate with faculty and program coordinators for programmatic needs.
• Administrative Support: LEAPWORK (copy, scan, print, etc.).
• Departmental signage, phone, and copier representative.
• Provide hospitality to departmental visitors and callers.
• Receive, log, and tag equipment in LEAP Inventory; disperse/store equipment/ supplies.
• Oversee departmental office space (ensure that building issues are addressed on a daily basis via custodial lead or work orders), manage distribution/collection of all internal office keys, and manage access rights to building keypad.
• Maintain and handle sensitive and confidential departmental records (files and/or electronic).
• Interpret written policies and procedures and enforce them where necessary.
• Apply UGA policies on retention and archival requirements of department records.

Percentage of time 35 Duties/Responsibilities

• Serve as Course Sectioning Officer.
• Maintain detailed course schedule spreadsheets by program (track EFT, releases, faculty loads, PT faculty, etc.). Work closely with business manager to ensure funding and hiring paperwork are processed correctly and timely.
• Load courses for Fall, Spring, and Summer semesters into the BANNER system.
• Monitor enrollment, updating leadership as necessary.
• Grant PODs (Permission of Department) each semester.
• Staff support for graduate assistant annual appointment application process.
• Graduate Assistant support services.
• Announce, receive, and process Graduate student travel applications.
• Maintain departmental eLC.

Percentage of time 35 Duties/Responsibilities

• Staff support for all faculty searches (independently interface with visitors in regard to advising of university travel policies and issues).
• Serve as CAPA (Course Approval Process Automation) staff support.
• Staff support for preparation of award nominations
• Staff support for Elements for faculty annual evaluations.
• Staff support for Promotion and Tenure, Graduate Faculty and Post Tenure Review.
• Ensuring faculty syllabi are uploaded in UGA Syllabi Collections each semester.
• Collect and place book orders for desk copies for faculty.
• Monitor effective EFT management each semester.
• Primary coordinator in UGAJobs for hiring of faculty and staff.
• Process all visiting scholar applications and paperwork.
• Interface with Office of Global Engagement and Human Resources relating to faculty applications and petitions involving H1B, J1, and PR faculty and visitors.
• Maintain relevant listserv and email distribution lists for faculty and staff communication.

Percentage of time 30

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 Kathy Roulston

Recruitment Contact Email roulston@uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Please describe the attributes that will make you a strong candidate for this position (Open Ended Question)
2. * Please describe in detail how your background and experience would be applicable for this position in a College/University setting (Open Ended Question)
3. * Tell us how you maintain constant performance while under time and work load pressures. (Open Ended Question)
4. * Are you a current employee of the University of Georgia?
   • No Response
   • No
   • Yes

Applicant Documents Required Documents

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

Optional Documents

1. Unofficial Letters of Recommendation