Administrative Specialist I

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 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. Job Details Posting Number: S15295P Working Title: Administrative Specialist I Department: Terry‑Dean’s Office Posting Type: External Retirement Plan: TRS Employment Type: Employee Benefits Eligibility: Benefits Eligible Full/Part Time: Full Time 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 Proposed Starting Date: 07/05/2026 Location of Vacancy: Athens Area Classification and Employment Details Classification Title: Administrative Assistant I FLSA: Non‑Exempt FTE: 1.00 Minimum Qualifications High school diploma or equivalent. Position Summary The Administrative Specialist II (“ASII”) position is an integral part of the administrative team of the Dean’s Office. It interacts with university and college administration, alumni, donors, faculty, students, and the business community. The role requires strong communication skills—oral, telephone, and written—interpersonal skills, flexibility, and a self‑starter attitude. Responsibilities include strong writing, content creation, business letters, notes, minutes, and oral and written summaries. The position demands excellent proof‑reading, organization, web research, time management, multi‑tasking, and the ability to handle interruptions while maintaining confidentiality. Knowledge, Skills, Abilities and Competencies Microsoft Word: proficiency with spell and grammar check, mail merges, styles, tables, images, and file formats. Microsoft Excel: proficiency with formulas, multiple sheets, formatting, etc. Microsoft PowerPoint: proficiency creating slides that include text and graphics. Microsoft Outlook: proficiency with calendar entries, email merges, contacts. Mail merge proficiency with various data sources for customized letters, emails, labels, etc. Physical Demands Working in a normal office environment. Requirements and Restrictions Driving responsibility: No Position of Trust: No Control of financial resources: No Payment Card (P‑Card) requirement: No Effective as essential function: No Direct interaction or care of children under 18 or direct patient care: No Security access: 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, confirmation of credentials and employment history as they relate to the job-based requirements of the position applied for, and, if applicable, a satisfactory credit check. A pre‑employment drug test may be required for high‑risk responsibilities. Please visit the UGA Background Check website. Duties / Responsibilities Dean’s Office Finances (20%) 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. Communication (25%) Communicate by telephone or in person with dean’s office constituents including university and college administration, faculty, staff, alumni, and the business community. Maintain records of communications between Dean’s Office and college executive boards, executive college committees; occasionally attend meetings. Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence. Office Administrative Duties (20%) 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. Special Events (15%) 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.). Writing and Editing (10%) Speech editing requiring crucial attention to detail. 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 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. Terry Student of the Year / FYOS Coordinator (5%) 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.). GAIL Database Use (5%) 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.). Contact Details For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. Recruitment Contact Name: Amelie Gregory Recruitment Contact Email: View email address on click.appcast.io #J-18808-Ljbffr