Administrative Specialist I

Posting Details

Posting Details
Posting Number
S15295P

Working Title
Administrative Specialist I

Department
Terry-Dean's Office

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

Advertised Salary
$40,000 + commensurate with experience

Posting Date
06/15/2026

Open until filled
Yes

Closing Date

Proposed Starting Date
07/05/2026

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 I

FLSA
Non-Exempt

FTE
1.00

Minimum Qualifications

High school diploma or equivalent

Preferred Qualifications

Position Summary
The Administrative Specialist II ("ASII") position is an integral part of the administrative team of the Dean's Office. Position interacts with university and college administration, alumni, donors, faculty, students, and business community. Will communicate clearly and professionally in person, by phone and in writing. Should possess strong interpersonal skills and ability to work well with others within college, university and outside community. This position involves flexibility to changing work duties and ability to be a self-starter. Strong writing skills: content creation, able to write business letters, notes, and minutes. Will summarize information concisely, exercising good judgment about what is important. Excellent proof-reading ability. Strong organization skills. Strong web research skills. Strong time management skills and ability to handle several tasks simultaneously and prioritize. Able to handle interruptions and remain organized and focused. Will maintain high level of confidentiality.

Knowledge, Skills, Abilities and/or Competencies
Advanced Microsoft skills including:
* WORD - proficiency to include spell and grammar check, mail merges, create/modify styles, tables, insert images and objects, and manipulate various file formats.
* EXCEL - proficiency to include use of formulas, multiple sheets in workbooks, formatting, etc.
* POWERPOINT - proficiency in creation of slides to include both text and graphics
* OUTLOOK - proficiency to include calendar entries, email merges and contacts.

Ability to use mail merge with various data source formats to create customized letters, emails, labels, etc.

Physical Demands
Working in a normal office environment.

Is driving a responsibility of this position?
No

Is this a Position of Trust?
No

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)
No

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

Dean's Office Finances

• Management of account for all office state and foundation purchases of supplies (invoices and charges), equipment, and services.
• Prepare and process departmental travel authorizations and reimbursements for the Dean.
• Prepare and process special events forms and processing of invoices for college-wide events.

Percentage of time
20

Duties/Responsibilities


Communication
Communicate by telephone or in person with various dean's office constituents including:

• University and College administration, faculty, staff, alumni, and business community.
• Maintain records of communications between Dean's Office and College's top executive boards (comprised of CEO's, donors, and alumni), three executive college committees (comprised of Dean, Associate Deans, academic departments, program directors and committee heads); occasionally attend meetings.
• Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence.

Percentage of time
25

Duties/Responsibilities

Office Administrative Duties

• Attend to standard mail procedure, answer incoming phone calls for the College (large volume) and redirect as appropriate.
• Manage/order office supplies.
• Other projects as assigned by the Dean and the Assistant to the Dean, such as web research, assist with various College task forces related to strategic planning or college committees.
• Provide occasional administrative assistance to staff/faculty members within the Office of the Dean, as directed by the Dean or Office Manager.
• Work schedule to accommodate opening Dean's Office by 7:55 am daily Monday through Friday.
• Other duties as assigned by the Dean and/or Assistant to the Dean.

Percentage of time
20

Duties/Responsibilities

Special Events

• Work with the Business Office, special events and Assistant to the Dean to organize the College's Holiday Luncheon
• Coordinate occasional professional working group lunches and other events
• Work with Special Events to organize college-wide events (workshops, receptions, training sessions etc.).

Percentage of time
15

Duties/Responsibilities

Writing and Editing

• Speech editing requiring crucial attention to details;
• Content creation and proofing of printed materials for the College;
• Coordinate with the Office of Marketing and Communications, and the Office of Development and Alumni Relations: drafting and proofing of official correspondence and reports (to University administration, College administration, high-level business executives/donors/influential alumni);
• Assist Associate Deans and Assistant to the Dean as needed.

Percentage of time
10

Duties/Responsibilities

Terry Student of the Year/FYOS Coordinator

• Manage application process for the Terry Student of the Year (coordinate college-wide messaging for nominations; scheduling of interviews; communication committee members, nominees and finalists;
• Coordination of FYOS Class for the Dean (classroom selection, event coordination, assistance with student communications etc.

Percentage of time
5

Duties/Responsibilities

GAIL Database Use

• Maintain University alumni database records (GAIL), financial records, and other college databases and records
• Integrate complex databases to include but not be limited to complex queries, complicated coding systems and effective understanding of data and fields to ensure accurate data in maintained and understood
• Merge data from various sources to create customized reports (including tables, spreadsheets, letters etc.).

Percentage of time
5