Administrative Specialist

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 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 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

Franklin College of Arts and Sciences is the heart of the University of Georgia's learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units.

M-F, 8am-5pm

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu).

The University System of Georgia is comprised of our 25 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 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

High school diploma or equivalent

This position will serve as the initial point of contact for the School of Computing and assists the office manager with academic and operational activities. This position will provide administrative support to the School, which will include working with various programs in Microsoft Office suite, webpage editing, and newsletter generation. The successful candidate should have the ability to use proper verbal and written communication and portray a high level of professionalism. Working with the office manager, this position manages multiple priorities and projects and demonstrates creativity, flexibility, self-motivation, and strong problem solving, analysis and communication skills. The person who fills this position will be expected to use discretion with confidential information. He/She should have the ability to work independently as well as part of a team.

-Experience in a similar position at UGA.
-Experience using Microsoft Office programs: Outlook, Word, PowerPoint, and Excel.
-Demonstrated ability to think creatively, analytically, and strategically.
-Strong problem-solving, analysis, and communication skills.
-Verified leadership skills with the ability to work independently and as part of a team.
-Excellent verbal, written, and online communication skills.
-Demonstrated ability to exercise professionalism, tact, discretion, and confidentiality.
-Strong organizational skills.
-Substantially developed interpersonal skills to successfully work with diverse groups in an academic environment.

-Long hours working at a computer workstation.
-Occasionally lifting boxes (files) weighing up to 35 pounds

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.

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.

* Serve as back up for office manager with course scheduling.

* Manage graduate TA Evaluations.

* As a member of staff in the school, this position supports the faculty. This position either provides the requested customer service or refers it to the appropriate staff member to respond. In cases where a service is requested that falls outside of the normal duties, this position either will provide the service or consult with the office manager as to the possible alternative resources.

* Textbook ordering for faculty when needed.

* Coordinate and provide leadership on special projects assigned by the school director and office manager.

* Perform tasks and assignments as instructed by the school leadership.

* Have the primarily responsibility for keeping the School website current.

* Handle all guest/visitor travel arrangements for the school.

* Responsible for ensuring that proper documentation is received and submitted to Franklin Works.

Main Office Support:
* Serves as the main contact for the school when someone calls, emails or visits the unit.

* Answers phone with multiple phone lines and greets faculty, students, and visitors giving general information in response to inquiries; delivers oral and written messages.

* Serve as telephone representative for the school.

* Responds to questions as they relate to school policies and procedures and ensures necessary follow-up.

* Processes mail, makes copies, faxes documents, assist faculty and graduate students with office machines and maintain school bulletin boards.

* Arrange and plan for annual external advisory board meetings (i.e., venue, meeting rooms, catering, meals, lodging, etc.) and interface with board members to arrange travel itineraries. Finalize internal schedule for board members to meet with faculty members, graduate and undergraduate students and administrators.

* Serve on the annual graduate day committee. Coordinate the event for the undergraduate students and assist the graduate coordinator with the graduate ceremony.

* Be responsible for event logistics for graduate students' events, such as research day.

* Process disbursements for honoraria for guest lectures, payments for various receptions, student awards and scholarships.

* Initiate check requests for expense accounts.

* Serve as the School of Computing Facilities management Division ( FMD) contact.

* Representative for work orders as well as building contact.

* Initiates orders for surplus. Compiles list of items no longer needed and gets them ready for pickup.