Administrative Specialist I

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.

Monday - Friday, 8:00 am - 5:00 pm

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.

This position serves as an Administrative Specialist I in the Office of the President at the University of Georgia. This position involves a high level of confidentiality in the performance of job duties which include but are not limited to greeting and assisting visitors to the Office of the President; providing receptionist and administrative support for two Assistants to the President; supervising the Office of the President's student workers; managing action files on annual and one-time projects led by the Assistants to the President; managing workflow for the Assistants to the President such as sort incoming documents (mail, meeting materials, drafts, etc.), bring documents requiring expediting to their attention and monitoring the status; coordinating correspondence for the Assistants to the President; serving as back-up the Administrative Associate III, Document Manager with incoming mail; serving as the Assistant Asset Management Officer, providing backup support to staff in the Office of the President; and participating in office meetings and staff development opportunities for the Office of the President as well as other duties as assigned in line with this job.

This individual is expected to work effectively with other individuals (co-workers, supervisor, students, faculty, staff, and other constituents) in the performance of job duties and demonstrate consistent cooperation, courtesy, professionalism, and tact in the handling of job responsibilities.

File and copy; work at a desk for long periods of time; transport and set up food, displays, and materials for events; perform occasional lifting of file boxes for archiving.

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.

Administrative and Reception Support
Provide administrative support for the Assistants to the President, including office support, calendar management, travel coordination, and organizing reimbursements. Provide front-line telephone and guest reception service for the Office of the President, including fielding calls, taking messages for President's Office staff, and directing visitors within the Administration Building. Supervise the Office of the President's student workers in their various tasks and coordinate their respective work schedules.

Manage action files on annual and one-time projects led by the Assistants to the President. Coordinate assigned components of said projects, which include-but are not limited to-activities related to the University Cabinet, the Office of Admissions, the UGA Real Estate Foundation, the President's Sky Suite, capital and facilities projects, the Commencement Steering Committee, and the annual President's Club Reception and Founders Day Luncheon.

Coordinate components of the Assistants to the President's recurring duties related to the UGA Research Foundation, University Council, President's Faculty Advisory Committee, the Council on Competitiveness, the Georgia Research Alliance, the Office of the Registrar, and the Office of Accreditation and Institutional Effectiveness. Manage workflow for the Assistants to the President: sort incoming documents (mail, meeting materials, drafts, etc.) into appropriate folders for review; bring documents requiring expediting to their attention and monitor the status of said documents.

Correspondence and Archiving
Coordinate correspondence for the Assistants to the President: draft, prepare, proofread, and distribute correspondence; maintaining appropriate document and correspondence files; disseminate outgoing mail in a timely manner and log correspondence for tracking purposes. Date-stamp and log incoming routing slips and distributing to the appropriate staff person. Once signed, return documents to the appropriate office(s). Back up the Administrative Associate III, Document Manager with incoming mail.

Other Administrative Support
Receive all incoming calls and place outgoing calls for the Assistants to the President as requested. Greet and assist visitors to the Office of the President. Participate in scheduled office meetings and staff development opportunities. Provide backup support to staff in the Office of the President. Other duties as assigned in line with this job description.