Administrative Specialist II to the Associate Dean for Student Affairs

Posting Details

Posting Details
Posting Number
S15112P

Working Title
Administrative Specialist II to the Associate Dean for Student Affairs

Department
SOM-Student Support

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
The University of Georgia School of Medicine was founded in 2024 and received preliminary accreditation in 2026. The establishment of a new public medical school at UGA comes as the state faces a significant shortage of medical professionals. The population of Georgia, the nation's eighth-largest state, has surged to approximately 11 million residents, straining existing medical infrastructure and resulting in longer wait times for appointments and reduced access to care. Georgia currently ranks 39th in the nation for the number of active patient care physicians per capita and 41st for the number of public medical students per capita. As a top-20 public university with a thriving research enterprise and vast public service network, the University of Georgia is well-positioned to produce more highly trained physicians, alleviate physician shortages, and improve the state's ability to provide quality health care for its citizens. The School of Medicine is located on UGA's Health Sciences Campus in Athens. In its inaugural year, the UGA School of Medicine will enroll 60 students per class, but a new $100 million medical school building will enable the UGA School of Medicine to grow to 120 students per class in the future.

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, 8:00AM - 5:00PM
Flexibility may be needed at times.

Advertised Salary
Commensurate with experience

Posting Date
05/05/2026

Open until filled
Yes

Closing Date

Proposed Starting Date
06/22/2026

Special Instructions to Applicants
The application packet should include a cover letter detailing how the applicant's credentials and experience meet the needs, responsibilities, and qualifications for the position, a current resume, and contact information for three professional references (who will not be contacted without further correspondence with the applicant).

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
Bachelor's degree OR an equivalent combination of professional experience.
Demonstrated experience supporting faculty, staff, and students in an academic setting, preferably in higher education.
Knowledge of FERPA and university policies are preferred.

Position Summary
The Administrative Specialist II to the Associate Dean for Student Affairs provides high-level administrative, operational, and project coordination support to the Associate Dean and serves as a central administrative resource for the Office of Student Affairs (OSA) at the University of Georgia School of Medicine.This position is responsible for managing complex scheduling, coordinating cross-functional activities, supporting medical student needs, and assisting with departmental programs, projects and initiatives. The position requires a high level of professionalism, discretion, organizational skills, and the ability to work collaboratively across academic, clinical, and administrative units to advance student success.

Knowledge, Skills, Abilities and/or Competencies

• Strong organizational and timemanagement skills, with the ability to manage complex calendars and competing priorities.
• Excellent written and verbal communication skills, including drafting professional correspondence and interacting effectively with diverse populations.
• Interpersonal skills to provide courteous, empathetic, and serviceoriented support to medical students, faculty, and staff.
• Coordination and project management skills to support departmental initiatives, events, and crossfunctional activities.
• Attention to detail and accuracy in preparing documents, maintaining records, and handling confidential information.
• Problemsolving skills to anticipate needs, identify issues, and recommend or implement solutions. Proficiency in using office technology, scheduling tools, and data tracking systems to improve efficiency.
• Ability to prioritize tasks, meet deadlines, and adapt to changing priorities with minimal supervision.
• Ability to collaborate across departments, professional disciplines, and organizational levels.
• Proficiency in using Microsoft Office technology, scheduling tools, and data tracking systems to improve efficiency.
• Knowledge of FERPA, privacy standards, and confidentiality requirements related to student records and sensitive information.

Physical Demands
Standard office environment with majority of work at a desk/computer.

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


Direct support for the Associate Dean for Student Affairs

• Provide high-level administrative support to the Associate Dean of Student Affairs, ensuring efficient daily operations, effective prioritization, and responsive support in a complex academic medical environment.
• Prepare and maintain correspondence, reports, presentations, and meeting materials; draft communications as needed.
• Serve as a central point of contact for the Office of Student Affairs (OSA), responding to inquiries from students, faculty, staff, and external stakeholders with professionalism, discretion, and a student-centered approach.
• Manage complex calendars, schedule meetings, prioritize requests, and coordinate logistics involving multiple stakeholders.
• Reserve space for Office of Student Affairs needs.
• Prepare agendas, briefing materials, itineraries, correspondence, reports, and follow-up documentation.
• Coordinate travel arrangements and process reimbursements in compliance with university policy. Ensure smooth daily operations while maintaining confidentiality and high professionalism.* Support committees and working groups related to student affairs by coordinating meetings, preparing agendas and minutes, and tracking action items.
• Handle sensitive information related to student records, academic progress, and personal matters in compliance with FERPA, institutional policies, and ethical standards.

Percentage of time
50

Duties/Responsibilities


Office of Student Affairs (OSA) tasks

• Manage departmental projects and special initiatives by tracking timelines, coordinating stakeholders, monitoring progress, and maintaining documentation.
• Assist with planning, organizing, and executing student affairs initiatives, including programs, activities, wellness efforts and student events.
• Support Student Government monthly meetings by scheduling meeting dates, preparing agendas and materials, recording and distributing minutes, and tracking follow-up action items.
• Coordinate cross-functional communication between Student Government leaders, OSA, academic departments, and institutional partners to ensure alignment and continuity.
• Support the medical school's OSA House system, providing administrative oversight and coordination to support student engagement, community building, and faculty involvement.
• Manage House assignments, including initial student placement, ongoing updates, record maintenance, and coordination with Student Affairs leadership and faculty advisors.
• Coordinate the design, ordering, distribution, and tracking of House Tshirts and related materials, ensuring alignment with institutional branding and budgetary guidelines.
• Schedule and support weekly House meetings, including coordinating dates and locations, preparing agendas as needed, recording and distributing minutes, and tracking followup action items.
• Coordinate monthly meetings with House faculty and student leadership, including scheduling, logistical support, preparation of materials, recording and distributing minutes, and monitoring action items.
• Assist with planning, coordination, and execution of House Olympiad and related House events, including event logistics, communication with participants, coordination with stakeholders, and recording and tracking of House points.

Percentage of time
40

Duties/Responsibilities


Other OSA Duties

• Participate as a member of the UGA School of Medicine proctoring team to support the administration and integrity of examinations.
• Contribute to continuous improvement efforts by identifying process enhancements, improving administrative workflows, and supporting student affairs goals and accreditation-related activities.
• Collaborate on and support critical operational activities for the UGA School of Medicine.
• Coordinate effectively with internal UGA SOM departments, university-wide units, and offcampus agencies to support institutional objectives.
• Other responsibilities as assigned by the Associate Dean for Student Affairs.

Percentage of time
10