Administrative Specialist I

Administrative Specialist I

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Posting Number - S15398P

Working Title - Administrative Specialist I

Department - VetMed-Academic Affairs

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 College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people. The college benefits pets and their owners, food-producing animals, and wildlife by offering the highest quality hospital and diagnostic laboratory services. Equipped with the most technologically advanced facilities located on a university campus, the college is dedicated to safeguarding public health by studying emerging infectious diseases that affect both animal and human health. The College of Veterinary Medicine values all members of the university community, recognizing that differences in experience and culture can only lead to a more well-rounded, accepting academic environment as embodied in our Principles of Community.

College/Unit/Department website -

Posting Type - External

Retirement Plan - TRS

Employment Type - Employee

Benefits Eligibility - Benefits Eligible

Full/Part time - Full Time

Work Schedule - 8 am – 5 pm, Monday – Friday; sometimes after hours or weekend events

Advertised Salary - Commensurate with Experience

Posting Date - 07/08/2026

Open until filled - Yes

Closing Date

Proposed Starting Date - 08/16/2026

Special Instructions to Applicants

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 the 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 - Associate's degree or 2 years of college plus 2 years of relevant experience working with professional or college level students.

Position Summary - The Office Clerical Lead will manage the schedule and provide administrative support to the Assistant Dean of Clinical Academic Affairs and to provide administrative support to the expanding class of third and fourth year DVM students. This position will obtain, use and record P-Card transactions for purchases that are appropriate, within guidelines and signed off in a timely manner.

Knowledge, Skills, Abilities and/or Competencies - This position expects a highly motivated, enthusiastic, customer-oriented attitude. Will be detail-oriented and capable of managing multiple tasks simultaneously. The ability to work and communicate effectively with administrative officials, faculty, staff and students whether orally or in writing is important, as is confidentiality. Ability to work independently and prioritize. Strong organizational skills; strong written and verbal skills. Knowledge of Microsoft Office Suite and knowledge of UGA systems or commitment to learning UGA systems (e.g. OneSource, E-Value, Andover, 25LIVE; eLC, UGAmart)

Physical Demands - Walking, sitting at computer, lifting up to 30 lbs

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? - Yes

Does this position require a P-Card? - Yes

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

Prepares letters and verifies academic standing for externship experiences, internships, and registration for all students for the North American Veterinary Licensing Examination; Manages all VM3 and VM4 student absences to assure academic credit is met for clinical rotations; Coordinates absences for the Veterinary Teaching Hospital for all clinical students for the North American Veterinary Licensing Examination; Manages, verifies and maintains records for adequate Rabies Titers for VM3 and VM4 students; Manages verification of student professional liability enrollment; Maintains an updated contact and emergency contact database for clinical students; Manages and verifies requirements and attendance for the USDA-APHIS for the National Veterinary Accreditation Program for clinical students; Manages and coordinates senior photographs and the graduating senior composite photo; Manages VM3 and VM4 lockers and mailboxes assignments; Manage and maintain all confidential student record and files; Manages DVM licensure application for the members of the graduating class (notary required); Manages dual parking access for VM4 students at the VMC and CVM; onboards acceptance of the clinical transfer students ensuring all required documents are obtained; Manage confidential student accommodations with the disability resource center; Schedules and proctors testing for special accommodation students; manages student injury reports.

Office Administrative Duties: Manages the schedule and correspondence of the Assistant Dean of Clinical Academic Affairs; Answers incoming calls and redirects as appropriate; Attends to mail procedures; Reserves all meeting rooms in the education center and schedules all classroom use; Responsible for round rooms scheduling for the Veterinary Teaching Hospital; Greet students, faculty and staff and direct appropriately; Quick response to emails is essential; order office supplies as needed.

Academic Affairs Office Events - manages the clinical orientation schedule for the two clinical transfer student start times (January and May), as well as the clinical orientation schedule for the UGA VM3 students; manages graduation requirements including the American Veterinary Medical Association graduating student survey, the College of Veterinary Medicine graduation survey, outstanding accounts with the Veterinary Teaching Hospital and UGA Health Center; prepares the written script for the graduation ceremony; orders, distributes, and collects graduation regalia for all students, faculty and external guests; organizes and distributes tickets for graduation; assists with white coat ceremony,