Administrative Specialist - Food Science & Technology

Posting Details

Posting Details
Posting Number
S14711P

Working Title
Administrative Specialist - Food Science & Technology

Department
CAES-Food Science & Technology

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 with occasional overtime hours

Advertised Salary
Commensurate with Experience

Posting Date
05/13/2026

Open until filled
Yes

Closing Date

Proposed Starting Date
06/15/2026

Special Instructions to Applicants

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, 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.

Position Information
Classification Title
Administrative Assistant II

FLSA
Non-Exempt

FTE
1.00

Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Preferred Qualifications

Position Summary
The Department of Food Science and Technology is a multi-disciplinary department supporting research, teaching, and Extension programs on the Athens and Griffin campuses. This position serves as the assistant to the Department Head (DH) and is responsible for supporting day-to-day administration of the department. This role is critical to provide consistent support to the Head of the Department as well as to other faculty, staff, and students. This position will:

• Handle all the departmental correspondence to upper administration, food industry, and alumni.
• Manage the main office, handle course loading and process overrides, curriculum/CAPA, course evaluations, and personnel record keeping.
• Provide support for faculty correspondence, event scheduling, and communication with internal and external stakeholders.
• Provide administrative assistance with faculty appointments, graduate faculty appointments and re-appointments, promotion/tenure, 3rd year reviews, post-tenure reviews, and scheduling of faculty interviews.

Knowledge, Skills, Abilities and/or Competencies

• Detailed knowledge of how the University of Georgia operates including policies and procedures of the College and department.
• Ability to effectively communicate with departmental faculty, staff, and students.
• Thorough knowledge of administrative management practices and principles.
• Thorough knowledge of budgetary policies and procedures.
• Understanding of and ability to process information using various university procedures.

Physical Demands
Sit at a computer for long periods. Lift 20 lbs.

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
Duties/Responsibilities

Human Resources and Departmental Operations

• Submits position requests, posting requests, and hiring proposals for Staff, Graduate Research Assistants, Postdocs, and Temporary positions for the department, including related Critical Hire and Request to Fill/Hire forms as needed.
• Assists Faculty, Staff, Graduate Research Assistants, Postdocs, and Temporary positions with Onboarding.
• Serves as Postdoctoral Research Liaison. Initiates communication with departmental faculty, staff, and students at the two campuses-Athens and Griffin, as well as the affiliated University Centers.
• Coordinates with the FST Business Manager to ensure accurate summer pay and MFT compensations for Academic Year faculty.
• Assigns departmental keys, oversees mailbox assignments, receives mail and packages, prepares work orders through Facilities Management for offices, labs, and classrooms, and provides copying services as needed.
• Ensures required documentation is complete, accurate, and compliant prior to submission through UGAJobs and related HR systems.
• Identifies and resolves routine discrepancies in HR or operational transactions using established procedures; escalates non-routine issues to appropriate offices.

Percentage of time
40

Duties/Responsibilities

Assists with the Department's Faculty Affairs

• Coordinates logistics of new hires and retirements (e.g., processes actions in UGAJobs; tracks faculty votes; ensures offices and facilities are cleaned out), including regular, emeritus, adjunct, courtesy, and visiting faculty.
• Processes graduate faculty appointments/reappointments, provides administrative support to search and screen committees, and assists new faculty with organizational onboarding.
• Tracks committee assignments.
• Tracks mentoring committees.
• Supports the Promotion and Tenure (P&T) and Post-tenure Review Processes (tracks timing, uploads, and ensures accuracy of dossiers, maintains documentation, etc.).
• Leads Visa/H-IB and Permanent Residency processes, including preparing and compiling required materials, and tracking submission deadlines.
• Responsible for scheduling and event planning for faculty meetings (on each campus, statewide, and online).
• Schedules annual faculty and staff reviews by HOD and organizes documentation.
• Assists Department Head with HATCH project assignments and reporting.
• Supports and ensures timely annual faculty contract processes, including letters of renewal/non-renewal and electronic contract development.

Percentage of time
30

Duties/Responsibilities

Prepares and Distributes Correspondence

• Acts as a departmental liaison to the college and university as needed.
• Takes and distributes meeting notes.
• Facilitates response to FST Department Email for Department Head as needed. Responds to non-electronic mail as necessary.
• Disseminates accurate and timely information to faculty, staff, and students regarding the department, College, and University-wide issues.
• Disseminates accurate and timely information regarding departmental, college, and university policies and deadlines based on established communications.
• Maintains confidentiality of personnel and departmental records in accordance with university policies.

Percentage of time
20

Duties/Responsibilities
Additional related duties as assigned. (Assists with committees like the J.G. Woodroof Lecture.)

Percentage of time
10