Administrative Specialist

Administrative SpecialistBelow you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.Posting DetailsPosting Number - S15189PWorking Title - Administrative SpecialistDepartment - Franklin-Physics & AstronomyAbout 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.UGAis 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.UGAemploys 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 - Franklin College of Arts and Sciences is the heart of the University of Georgia's learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units.College/Unit/Department website - Type - ExternalRetirement Plan - TRSEmployment Type - EmployeeBenefits Eligibility - Benefits EligibleFull/Part time - Full TimeWork Schedule - M-F, 8am-5pmAdvertised Salary - Commensurate with experiencePosting Date - 08/07/2026Open until filled - YesClosing DateProposed Starting Date - 10/01/2026Special Instructions to ApplicantsLocation 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. OurUSGStatement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and eachUSGcommunity member is responsible for demonstrating and upholding these standards. More details on theUSGStatement of Core Values and Code of Conduct are available inUSG Board Policy 08.02.18.01.02.Additionally,USGsupports Freedom of Expression as stated inBoard Policy 06.05 Freedom of Expression and Academic Freedom.Position InformationClassification Title - Administrative Assistant IIFLSA - Non-ExemptFTE - 1.0Minimum Qualifications - High school diploma or equivalent and 2 years of related experiencePreferred QualificationsPosition Summary - 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.Knowledge, Skills, Abilities and/or Competencies - 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 relevantUGAfinancial 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.Physical Demands - Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.Is driving a responsibility of this position? - NoIs this a Position of Trust? - YesDoes 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) - YesCredit 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 theUGA 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 theUGA Background Check website.Duties/ResponsibilitiesDuties/Responsibilities - 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.Percentage of time - 30Duties/Responsibilities - 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.Percentage of time - 20Duties/Responsibilities - 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 toFCBOfor processing.Percentage of time - 20Duties/Responsibilities - Work withFAME,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