Administrative Specialist I

Administrative Specialist IBelow you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.This position is not eligible for work authorization sponsorship.References will be contacted in final stages of interview process for finalist(s) only.Posting Number - S15898PWorking Title - Administrative Specialist IDepartment - VPI-Air Force ROTCAbout 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 - UGA's Air Force ROTC program develops the leaders of tomorrow by preparing students to become Air Force and Space Force officers. Build lifelong friendships, develop leadership skills, and prepare for a rewarding career after graduation.Posting Type - ExternalRetirement Plan - TRSEmployment Type - EmployeeBenefits Eligibility - Benefits EligibleFull/Part time - Full TimeWork Schedule - Monday – Friday from 8:00-5:00 with occasional night or weekend work.Advertised Salary - Commensurate with ExperiencePosting Date - 10/13/2026Open until filled - YesClosing DateProposed Starting Date - 11/08/2026Special Instructions to Applicants - This position is not eligible for work authorization sponsorship. References will be contacted in final stages of interview process for finalist(s) only.Location of Vacancy - Athens AreaEEO 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 InformationClassification Title - Administrative Assistant IFLSA - Non-ExemptFTE - 1.00Minimum Qualifications - High school diploma or equivalentPreferred Qualifications - Knowledge of UGA financial and human resource systems.Position Summary - The Air Force ROTC University Liaison (Administrative Specialist I) is the sole UGA employee in the Air Force ROTC department. The liaison works in the department with AFROTC cadets, active duty airman and reports directly to the department head. Within this position, there are many varied tasks and activities requiring active collaboration with many different departments and organizations. The liaison is looked to as the authority on university policies and procedures and is expected to stay up to date with any changes relevant to the department.Knowledge, Skills, Abilities and/or Competencies - Knowledge or familiarity with Air Force customs and courtesies a plus Networking and communication skills Knowledge of basic computer systems to include Word, PowerPoint, Excel, and Outlook Financial management skills, in the categories of planning, spending, and tracking of department funds.Physical Demands - Lift up to 20lbs Sit or stand for more than 30 minutes at a timeIs driving a responsibility of this position? - NoIs this a Position of Trust? - NoDoes this position have operation, access, or control of financial resources? - NoDoes this position require a P-Card? - NoIs having a P-Card an essential function of this position? - NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care? - NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) - NoCredit 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/ResponsibilitiesServe as the primary public-facing representative and front-office point of contact for the UGA Air Force ROTC Department. Maintain a professional, welcoming, and accessible presence in the department office and serve as the initial point of contact for students, faculty, university personnel, military personnel, community partners, vendors, visitors, and members of the public. Receive and appropriately route visitors, telephone calls, correspondence, deliveries, packages, official documents, and other items addressed to the department or its personnel. Monitor the department's front-office functions and ensure that individuals and incoming materials are promptly directed to the appropriate staff member. Answer inquiries and provide general information regarding department activities, university processes, events, schedules, and points of contact, referring matters requiring specialized knowledge to the appropriate personnel.Coordinate with various university departments and community partners in the planning and execution of special events and serve as a primary administrative liaison between UGA Air Force ROTC and other UGA departments. Coordinate contact information, press releases, budget-related matters, UGA procurement procedures, course schedules for Aerospace Studies (AIRS) courses, and other administrative requirements. Provide professional and courteous assistance to visitors, university officials, community partners, vendors, and other guests attending department events. Maintain familiarity with Air Force customs and courtesies and ensure appropriate professional standards are reflected in interactions with visitors and external partners.Manage day-to-day administrative communications for the department, including answering and responding to inquiries received by telephone, email, in person, and through other channels. Maintain the Department Head's schedule of events, including calendar management, appointments, meetings, speaking engagements, and official commitments. Ensure that reports and forms required from the Aerospace Studies Department are completed and submitted in a timely manner. Prepare and distribute official memoranda, letters, correspondence, and other documents, and communicate professionally and effectively with UGA staff, students, military personnel, and external contacts.Receive, process, and route purchasing documentation, invoices, contracts, personnel documents, and other official materials. Maintain familiarity with university purchasing, contracting, and administrative policies and procedures and ensure that department transactions are processed in accordance with applicable requirements.Participate in department meetings and serve as the department's primary administrative resource for applicable university policies, procedures, and administrative requirements. Monitor changes to university policies and procedures that affect department operations and communicate relevant updates to department staff. Provide continuity and day-to-day administrative support for the Air Force ROTC department and ensure that the front office remains organized, professional, responsive, and appropriately staffed to receive and assist students, visitors, university personnel, military personnel, vendors, deliveries, and other members of the public.