Administrative Specialist I

Administrative Specialist I

This position provides administrative and instructional support and is responsible for efficient and effective management of the offices in the Department of Marine Sciences. Administrative duties include anticipating and addressing the needs of the Department faculty and staff by using independent judgment. The incumbent will report to the Department Head and operate as an integral member of the staff support team.

Knowledge, Skills, Abilities and/or Competencies: Excellent communication skills, both written and verbal with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy with conflict resolution, and flexibility to promote positive working relationships and job effectiveness. Establish and maintain effective working relationships with students, faculty, staff, fellow employees, and general public Strong organizational skills and the ability to manage multiple on-going tasks Strong problem solving skills; ability to be a creative thinker and a self-starter. Work effectively as a member of a team both independently and in groups Knowledge of UGA policies and procedures Excellent time management skills Experience with UGA systems: UGA Financials, UGAmart, Works, Athena, Banner, Argos, Ad Astra, Course Evaluation System, CAPA, Syllabus, Pinnacle, and FMD Work Order System Experience with Microsoft Software: Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Teams, and Planner Experience with Adobe Acrobat Pro and Photoshop Experience with website management Drupal Experience with Qualtrics Ability to learn to new procedures, technology, software, etc.

Duties/Responsibilities: Administrative Support: Oversight of front office greeting and directing visitors and answering main phone line. Liaisons with Franklin College Business Office regarding payment of invoices, ordering supplies and maintenance of departmental fax/copiers and vehicles, and submitting expense claims. Assists with department visitor schedules and related travel arrangements and reimbursements. Coordinates departmental events held occasionally on and off campus and handles shipping, receiving, and mail distribution for the department. Serve as the Marine Sciences local website administrator and work with Website committee. Submit termination requests to FCBO for processing and supports the Department Head as needed. Facilities Management: Coordinates room reservations within the Marine Sciences Building for meetings, classes, or events held by the department or student organizations via shared Outlook Calendars and Astra Schedule. Serves as the departmental liaison for FMD requests- billable or maintenance work orders and daily custodial assistance. Serves as the departmental telephone representative for telephone/voicemail requests. Ensures that departmental directories throughout building are up-to-date. Responsible for the oversight and checkout of building keys. Instructional Support: Works with faculty and Student Affairs Professional to ensure that Marine Sciences courses are correctly loaded into Banner for each semester Provides administrative support in creating/editing courses within CAPA. Updates academic content on the departmental web page. Asset Management: Serves as departmental custodian for inventory management off-campus authorization requests, surplus requests, and annual inventory. Responsible for the management of departmental vehicles key checkouts, vehicle maintenance, and coordination of moving vehicles during football seasons. Other Duties: Backup for Student Affairs Professional when needed. Runs various departmental errands as needed. Additional duties as required.