Administrative Coordinator

Administrative CoordinatorThe 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, andUGAFinancial 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.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,CPHHR 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.Duties/Responsibilities - Serve as the Assistant to the Director: Act as liaison and initial point of contact for the Director, extensive contact with faculty, staff andUGAadministration and external constituencies. Manage the Director's travel; completeUGAtravel 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 otherUGAinternal and external constituencies.Duties/Responsibilities - Oversee and Manage the Day-to-Day Activities of the Department: Review, create and implement departmental policies/procedures in accordance withUGAand 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 submitFMS, UGAmart, andFAMErequests for all position levels to be submitted toCPHBusiness 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.