Administrative Specialist I

University of Georgia

retirement plan

United States, Georgia, Athens

Dec 10, 2024

Posting Details

Posting Number	S13013P
Working Title	Administrative Specialist I
Department	Terry-Ugrad Stdnt Srvcs & Corp
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 through Friday 8:00 am - 5:00 pm
Advertised Salary	$40,000-$45,000 + commensurate with experience
Posting Date	12/09/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	02/01/2025
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	This position will serve a key role in the Terry College Undergraduate Student Services Office as both the sole administrative/clerical support person and support coordinator for the Corporate Engagement and Student Engagement teams in USS. This individual will serve as the first-face for the office and help develop, manage and organize all daily activities and responsibilities. They will be the point person for the office's Career Outcomes Survey and the controller for the data extracted from those surveys, which is essential to the effective operation of USS. This incumbent uses independence and initiative in planning, to include but not limited to, planning, executing and documenting bi-weekly staff meetings and meetings with collaborative partners. Strong interpersonal skills will be used to work collaboratively with Terry College and UGA partners. This position involves attention to detail and skilled execution of a variety of skills including excellent computer, writing and organizational skills.
Knowledge, Skills, Abilities and/or Competencies	Working knowledge of office practices and procedures. Organizational skills. Desire and ability to take initiative. Problem solving. Ability to use discretion with confidential information. Ability to use independent judgment. Ability to work under extremely limited supervision. Excellent organizational and analytical skills. High technical ability including but not limited to strong working knowledge of Microsoft Excel. Excellent relational ability/works extremely well with others.
Physical Demands	Working in a normal office environment. Lift and/or move up to 30 pounds of boxes, materials and/or equipment, as needed. Walk, stand, stoop, lift, kneel.
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

I. Administrative Support

Serve as primary contact for the office (via phone and departmental email account) manage office phones and guest parking. Oversee outgoing and incoming mail, packages and supplies.
Manage office and event calendars (run and coordinate office meetings, schedule appointments, prepare meeting materials for Director).
Provide excellent customer service at all times to build strong relationships with students, alumni, employers and UGA staff and faculty.
Order Terry Merchandise as needed for events, programs, alumni and employer visits from Terry's Office of Marketing and Communications and UGA vendors.
Manage Room Reservation requests for USS and Student Organizations.
Manage Catering Orders for 100+ events a year and prepare and submit backup billing documentation for the Terry Business Office.
Coordinate travel plans for Director, and other team members as needed.
Manage office supply inventory (serve as first-level initiator in UGAMart), maintain business letterhead, business cards, nametags and personal stationery for USS team.
Responsible for logging alumni and employer participation in the GAIL database and track donations. Track and collate USS operational data to compile unit annual report.

Percentage of time

Duties/Responsibilities

II. Corporate Engagement Support

Field cold calls and emails from employers and direct to the Corporate Engagement team.
Advise new contacts on recruiting events.
Assist in recruiting efforts and marketing to students (Handshake Postings, Marketing Events and Job Postings, scheduling events).
Assist in coordinating employer events (Employer Information Sessions, Employer of the Day events, Corporate Site Visits, Honors Day, Convocation etc.) Set up and break down EOD on a rotating schedule with CE team.
Assist in preparing for employer interview sessions (signage, schedules, room setup, etc.)
Manage system and data for Terry Undergraduate Career Outcomes Survey
Assist in preparing resume books for employers as needed.
Assist team with creating (or altering) events, programs and initiatives to better serve employers, students and faculty as it pertains to career development and opportunities.
Maintain up-to-date materials for Employer Information Packets and unit promotions.

Percentage of time

Duties/Responsibilities

III. Student Engagement Support

Provide support for 100+ student, employer and alumni events and initiatives annually.
Works with the USS team to develop and execute new and current events and programs that seek to enhance the Terry College student experience.
Assist with every level of event/program planning and execution, which may involve night and weekend work to attend events outside of normal working hours.
Responsible for creating and managing event registration.
Assist with event and program promotion (emails, Terry Digital Signage, TV requests, social media posting schedule, etc.)
Assist Student Engagement team with managing several specialized student groups and programs to include all tour, gift and correspondence management.
Assist Special Programs Coordinator with data management of Terry College service projects.

Percentage of time

Duties/Responsibilities	IV. Other duties as assigned
Percentage of time	10