Administrative Specialist I

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

Monday through Friday 8:00 am - 5:00 pm

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

The Administrative Specialist I ("ASI") position is an integral part of the administrative team of the Dean's Office. Position interacts with university and college administration, alumni, donors, faculty, students and business community. Will communicate clearly and professionally in person, by phone and in writing. Should possess strong interpersonal skills and ability to work well with others within college, university and outside community. This position involves flexibility to changing work duties and ability to be a self-starter. Strong writing skills: content creation, able to write business letters, notes and minutes. Will summarize information concisely, exercising good judgment about what is important. Excellent proof reading ability. Strong organization skills. Strong web research skills. Strong time management skills and ability to handle several tasks simultaneously and prioritize. Will maintain high level of confidentiality.

Advanced Microsoft skills including:
* WORD - proficiency to include spell and grammar check, mail merges, create/modify styles, tables, insert images and objects, and manipulate various file formats.
* EXCEL - proficiency to include use of formulas, multiple sheets in workbooks, formatting, etc.
* POWERPOINT - proficiency in creation of slides to include both text and graphics
* OUTLOOK - proficiency to include calendar entries, email merges and contacts.

Ability to use mail merge with various data source formats to create customized letters, emails, labels, etc.

Working in a normal office environment.

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.

Student Interaction/Terry Dean's Fellows Class
Development and supervision of a new leadership program led by the Dean of Terry College including:
* Manage application process (nominations, contact with selection committee, correspondence with applicants etc.).
* Prepare and assist with class schedule.
* Schedule one on one mentoring sessions with students.
* Schedule and attend various service-learning events, speaking engagement, dinners and other student events.
* Manage yearly reunion and other associated events.

Communication
Communicate by telephone or in person with various dean's office constituents including:
* University and College administration, faculty, staff, alumni, and business community.
* Maintain records of communications between Dean's Office and College's top executive boards (comprised of CEO's, donors, and alumni), three executive college committees (comprised of Dean, Associate Deans, academic departments, program directors and committee heads); occasionally attend meetings.
* Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence.

Office Administrative Duties
* Attend to standard mail procedure, answer incoming phone calls for the College (large volume) and redirect as appropriate.
* Manage/order office supplies.
* Other projects as assigned by the Dean and the Assistant to the Dean, such as web research, assist with various College task forces related to strategic planning or college committees.
* Provide occasional administrative assistance to staff/faculty members within the Office of the Dean, as directed by the Dean or Office Manager.
* Work schedule to accommodate opening Dean's Office by 7:55 am daily Monday through Friday.
* Other duties as assigned by the Dean and/or Assistant to the Dean.

Writing and Editing
* Speech writing and editing.
* Content creation and proofing of printed materials for the College.
* Coordinate with the Office of Marketing and Communications, and the Office of Development and Alumni Relations.
* Draft, proof, and format official correspondence and reports to University administration, College administration, high-level business executives/donors/influential alumni.
* Assist Associate Deans and Assistant to the Dean as needed.

Dean's Office Finances
* Management of account for all office state and foundation purchases of supplies (invoices and charges), equipment, and services.
* Prepare and process departmental travel authorizations and reimbursements.

GAIL Database Use
* Maintain University alumni database records ( GAIL), financial records, and other college databases and records.
* Integrate complex databases to include but not be limited to complex queries, complicated coding systems and effective understanding of data and fields to ensure accurate data in maintained and understood.
* Merge data from various sources to create customized reports (including tables, spreadsheets, letters etc.).

Special Events
* Work with the Business Office and Assistant to the Dean to organize the College's Holiday Luncheon.
* Coordinate occasional professional working group lunches and other events.
* Work with Special Events to organize the Annual Deer Run Fellows Reunion.