Administrative Coordinator

About The College/Unit/Department Posting Details Posting Number: S15788P Working Title: Administrative Coordinator Department: Public Health-Gerontology Institute About the University of Georgia 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 ( 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. 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 – Friday 8am – 5pm Advertised Salary: Commensurate with Experience Posting Date: 09/21/2026 Open until filled: Yes Closing Date: Proposed Starting Date: 11/01/2026 Special Instructions to Applicants: Cover Letter, Resume, List of 3 References with Contact Information required. Location of Vacancy: Athens Area EEO Policy Statement: 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 (View email address on click.appcast.io). USG Core Values Statement: The University System of Georgia is comprised of our 25 institutions of higher education and learning, and 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. Position Information Classification Title: Department Assistant III FLSA Non-Exempt FTE 1.00 Minimum Qualifications: High school diploma or equivalent and 5 years of related experience. Preferred Summary Preferred Qualifications Position Summary The Administrative Coordinator is responsible for coordinating the administrative functions of the department. The Administrative Coordinator is responsible for the management of a variety of areas including fiscal, logistical, faculty affairs and all incoming inquiries into the department. This person also serves as the sole administrative and executive support person for the Director as well as monitoring all internal and external deadlines. The Administrative Coordinator serves as the principal point of administrative contact and liaison with internal and external constituencies and general business administration. The Administrative Coordinator provides initial and follow-up information to the department head, which may be of a highly confidential nature. As the initial point of contact for a wide variety of constituents, including students, faculty, alumni and departmental visitors, members of the university administration and others, the Administrative Coordinator will be punctual, discreet, diplomatic and confidential while maintaining a high level of positive service. Major duties include managing the affairs of the Unit and Director’s schedule; managing office and faculty records; serving as the initial point of contact with the office and preparing an array of documents for the Director, including hiring and contract renewals, meeting materials such as agendas, minutes and supporting material. The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.). Knowledge, Skills, Abilities And/or Competencies The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.). Strong communication and interpersonal skills are essential, as is a passion for excellence and a positive demeanor, as the Administrative Coordinator represents the department as its initial point of contact. The Administrative Coordinator should have an understanding and commitment to teamwork and collaborative culture. Physical Demands Standard for a typical office environment. Job Specifics 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? Yes 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 Assist Director With Administration Of Academic/Faculty Affairs Assist in organizing faculty recruiting visits. Arrange visits for invited researchers and guests including preparing itinerary, scheduling the lecture/presentations, preparing flyers and distribution to all relevant stakeholders. Liaison between the Unit, CPH HR Director and Payroll Manager in reference to new hires, payroll and financial transactions. Staff support for promotion and tenure materials; Provide information to Unit regarding policies related to faculty affairs (dossiers, nominations, committees). Maintain internal administrative deadlines for academic, staff and student personnel actions. Coordinate faculty elections and appointments to department and university committees; keep records of departmental faculty serving on committees. Schedule faculty meetings, prepare agenda, take meeting minutes. Maintain permanent records for Faculty Activity Reports, promotion and tenure, faculty meetings, standing committee meetings. Primary administrative staff support for accreditation/program review. Percentage of time: 50% Serve As The Assistant To The Director Act as liaison and initial point of contact for the Director, extensive contact with faculty, staff and UGA administration and external constituencies. Manage the Director’s travel; complete UGA travel request forms, set up travel arrangements, provide travel itineraries, prepare travel expense reports for Director for reimbursements. Compile and maintain efficient flow of correspondence, reports, requests and draft letters as the Director’s representative. Coordinate meals, events and meetings hosted by the Director. Assist with planning of faculty/staff events supported by the unit. Attend meetings and serve as a liaison between Director, Faculty, HR Director and Financial Staff and other UGA internal and external constituencies. Percentage of time: 30% Oversee And Manage The Day-to-Day Activities Of The Department Review, create and implement departmental policies/procedures in accordance with UGA and the College of Public Health policies and procedures. Oversee and direct management of electronic and hard copy records kept in the Unit. Cover the front office; answer phone, send faxes, handle in/out-going mail, UPS. Assist with scheduling of the departmental conference room(s) in Hudson Hall. Purchase of departmental supplies. Departmental Telephone Representative. Maintain departmental inventory. Maintain list of departmental keys and distribution. Building Safety and Emergency Management Representative. Submission of departmental work orders. Monitor and provide updates/revisions to unit phone directory and website. Prepare and submit FMS, UGAmart, and FAME requests for all position levels to be submitted to CPH Business Office. Create documents needed for new hires. Initiate documents related to visas and residency issues for international visitors, faculty, staff and students. Other duties as assigned. Percentage of time: 20% Contact Information Recruitment Contact For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. Recruitment Contact Name: Meredith Gaston Recruitment Contact Email: View email address on click.appcast.io Recruitment Contact Phone: View phone number on click.appcast.io Posting Specific Questions Applicant Documents Required Documents Resume/CV Cover Letter List of References with Contact Information Optional Documents #J-18808-Ljbffr