Administrative Specialist II to the Associate Dean for Student Affairs

Administrative Specialist II to the Associate Dean for Student Affairs Position Summary The Administrative Specialist II provides high-level administrative, operational, and project coordination support to the Associate Dean and serves as a central resource for the Office of Student Affairs (OSA) at the University of Georgia School of Medicine. Responsibilities include managing complex scheduling, coordinating cross‑functional activities, supporting medical student needs, and assisting with departmental programs, projects, and initiatives. Key Responsibilities Provide high‑level administrative support to the Associate Dean, ensuring efficient daily operations and responsive support in a complex academic medical environment. Prepare and maintain correspondence, reports, presentations, and meeting materials; draft communications as needed. Serve as central point of contact for OSA, responding to inquiries from students, faculty, staff, and external stakeholders with professionalism and discretion. Manage complex calendars, schedule meetings, prioritize requests, and coordinate logistics involving multiple stakeholders. Reserve space and handle travel arrangements, reimbursements, and related logistics in compliance with university policy. Support committees and working groups related to student affairs by coordinating meetings, preparing agendas and minutes, and tracking action items. Handle sensitive information related to student records in compliance with FERPA and institutional policies. Manage departmental projects and special initiatives, tracking timelines, coordinating stakeholders, and maintaining documentation. Assist with planning, organizing, and executing student affairs initiatives, including programs, activities, wellness efforts, and student events. Support Student Government meetings, scheduling, agenda preparation, minutes, and follow‑up action items. Coordinate cross‑functional communication between Student Government leaders, OSA, academic departments, and institutional partners. Support the OSA House system, overseeing administrative oversight, coordination of student engagement, community building, and faculty involvement. Manage House assignments, including student placement, updates, record maintenance, and coordination with leadership and advisors. Coordinate ordering, distribution, and tracking of House apparel and materials. Schedule and support weekly House meetings and monthly meetings with House faculty and student leadership. Assist with planning, coordination, and execution of House Olympiad and related events. Participate in the proctoring team for examinations, identify process enhancements, and support critical operations. Collaborate with internal and external agencies to support institutional objectives. Perform other duties assigned by the Associate Dean. Key Qualifications High school diploma or equivalent and at least 2 years of related experience. Bachelor’s degree or equivalent combination of professional experience. Demonstrated experience supporting faculty, staff, and students in an academic setting, preferably higher education. Knowledge of FERPA and university policies. Strong organizational and time‑management skills. Excellent written and verbal communication skills. Interpersonal skills to provide courteous, empathetic service to medical students, faculty, and staff. Coordination and project management skills. Attention to detail and accuracy. Problem‑solving skills and ability to anticipate needs. Proficiency in Microsoft Office, scheduling tools, and data tracking systems. Ability to prioritize tasks, meet deadlines, and adapt to changing priorities with minimal supervision. Ability to collaborate across departments and professional disciplines. Knowledge of privacy standards and confidentiality requirements related to student records. Physical Demands Standard office environment with majority of work at a desk/computer. Security Access Requires Security Access to personnel records, patient records, or related data. Equal Opportunity Employer 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. #J-18808-Ljbffr