Administrative Specialist

Administrative Specialist

This position provides executive-level support and is responsible for efficient and effective management of the offices in the Department of Physics and Astronomy. Administrative duties include managing the Department Head's and the Senior Associate Head's correspondence and calendars, serving as a liaison with internal and external constituents, anticipating and addressing needs of the Department and Senior Associate Heads by using independent judgment. Responsibilities involve handling information that is sensitive, high-profile, and confidential in nature. Activities and decisions are highly complex and involve significant independent action and judgment while adhering to institutional policies.

Excellent interpersonal, written, and verbal communication skills to interact 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. Substantially developed interpersonal, teamwork, and leadership skills to successfully work with diverse groups in an academic environment. Demonstrated ability to coordinate and manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines. Ability to act independently and exercise sound judgment with sensitivity to identify matters that include higher-level management consultation. Knowledge of Microsoft Office Suite and ability to learn relevant UGA financial and management systems. Strong problem-solving skills; ability to be a creative thinker and a self-starter. Ability to quickly learn and have a solid knowledge of complex procedures and systems to produce reports using a variety of digital tools. Experience providing executive-level support to senior leaders with significant national visibility, including managing high-volume external correspondence, coordinating engagements with federal agencies and professional organizations, and handling sensitive information with the highest degree of discretion and professionalism. Ability to work effectively in a fast-paced environment with competing priorities, proactively anticipating the needs of senior leadership, and exercising independent judgment to manage time-sensitive matters without direct supervision.

Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.

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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.

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.

Provide executive level support to the Department Head and Senior Associate Department Head. Assist Department Heads with scheduling and communications. Assist with gathering documents for faculty annual evaluations and promotions. Serve as the principal point of contact between the Department, and Franklin College and other administrative units. Manage complex domestic and international travel logistics for the Department Head, including itinerary coordination, visa documentation, and expense reconciliation. Coordinate the Department Head's participation in national advisory committees, professional society leadership, and federal agency engagements. Support preparation of high-visibility presentations, reports, and briefing materials. Serve as the primary point of contact for visiting scholars, seminar speakers, and external collaborators, coordinating scheduling, hosting logistics, and honoraria processing.

Supervise 2 work study students each semester. Time Approver for student workers. Assist Faculty with any questions and appropriate tasks. General office duties and other tasks as assigned by the Department Head.

Responsible for new faculty hires. Assist search committees with scheduling, logistics, and communications. Liaison with Franklin College Business Office regarding new hires and renewals. Assist with offer letters, renewal letters, and visa letters, etc. Serve as Physics and Astronomy local website administrator and work with Faculty Website committee. Submit termination requests to FCBO for processing.

Work with FAME, GAIL, Scholarship Universe, and other campus systems. Submit scholarships into the scholarship system. Perform purchasing through UGAMart. Responsible for being the department asset management representative for inventory and telephone services representative for communication systems. This position will serve as the point person for financial matters with the Franklin Business Office.

Serve as Departmental Sectioning Officer. Enter and/or modify course information that appears in the university's registration system. Assist students with registration problems/questions. Reserve rooms in the Physics building during the semester as needed by faculty, and coordinate room usage for the Physics building for final exams and other events with Campus Reservations.

Coordinate department workshops, events, and meetings, including but not limited to scheduling, hotel and meeting room reservations, event snack and meal ordering, participant reimbursements, registration and fee collection, and coordinate with the Franklin Business Office. Supervise other staff and students during such events.

Coordinate alumni relations with the Franklin Development Office and Department faculty. Keep listservs of alumni and other groups updated. Assist work study student with preparation of annual Department newsletter.