Administrative & Financial Specialist - IRIS

University of Georgia

retirement plan

United States, Georgia, Athens

Feb 12, 2025

Posting Details

Posting Number	S13228P
Working Title	Administrative & Financial Specialist - IRIS
Department	ENGR-Resilient Infrast Systems
About the University of Georgia	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 3,100 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 formed School of Medicine.
About the College/Unit/Department	The College of Engineering at the University of Georgia is one of the fastest growing programs at UGA and one of the fastest growing public colleges of engineering in the nation. Since our founding in 2012, enrollment in the College of Engineering has grown to over 4,000 students. Students and faculty alike are attracted to our setting in a comprehensive, land-grant, research institution that's consistently ranked among the 20 best public universities in the nation. The rapidly expanding UGA engineering program focuses on opportunities for learning, discovery and innovation at the confluence of disciplines. Additional information on the College is available at http://www.engr.uga.edu/. The Institute for Resilient Infrastructure Systems is a group of researchers from over a dozen disciplines at the University of Georgia, including engineering, ecology, landscape architecture, geography, anthropology, economics, and policy and law. We work toward a more equitable, resilient future by discovering innovative ways to combine natural and conventional infrastructure. IRIS expands the definition of infrastructure to include natural systems, including the forests that purify our air and drinking water, barrier islands and natural shorelines that protect our communities from storms, and marshes that store carbon and buffer against erosion. Additional information is available at https://www.iris.uga.edu/
College/Unit/Department website	https://www.iris.uga.edu/
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	This is a Full-time position on our main Athens campus. Standard University business hours are 8am-5pm.
Advertised Salary	$45,000-$53,000: based on experience
Posting Date	02/10/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	03/17/2025
Special Instructions to Applicants	Along with your UGA Jobs application, please also include the following documents: Resume Cover Letter 3 references with contact information
Location of Vacancy	Athens Area
EEO Policy Statement	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).
USG Core Values Statement	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.

Position Information

Classification Title	Business Operations Paraprofessional/Professional
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	Prior experience with UGA/USG administrative and/or financial systems.
Position Summary	The College of Engineering at the University of Georgia wishes to appoint an Administrative and Financial Specialist. This position will be under the Institute for Resilient Infrastructure Systems ( IRIS), at the College of Engineering's School of Environmental, Civil, Agricultural and Mechanical Engineering ( ECAM). Work includes coordination, organization and implementation of all office functions in a variety of areas including: fiscal, logistical, planning, business and human resources. This position will assist faculty, staff, and graduate students with day-to-day administration operations including copying, printing, sending/receiving mail/shipments, faxing, typing letters and forms; with meeting and event planning with financial management including prepare/process purchase orders, check requests, travel requests, expense statements, travel reimbursements, and advise faculty and graduate students on appropriate policies and procedures; and manage calendar and scheduling. This position will also provide backup support to other office staff members within the Institute. This position is grant-funded and continuation of employment will be contingent on continuation of funding.
Knowledge, Skills, Abilities and/or Competencies	Strong organizational skills. Strong communication (both written and verbal), and customer-service skills. Experience and knowledge of MS Word, Excel, Outlook, Teams, and PowerPoint. Work independently in a fast-paced office environment, multi-task, and remain detail-oriented.
Physical Demands	Standard for a typical office environment.
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?	Yes
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)	No
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

Administrative & Compliance Support

Provide administrative assistance to the Director of IRIS and other senior IRIS faculty and staff, including Director of Operations, Managing Director, Director of Communications, and Director Of Engineering Services, including calendar support.
Support IRIS Faculty and Graduate Students with copying/filing/printing, mail services, form submissions, ordering office supplies, answering phone/email inquires.
Stay abreast of and update IRIS staff/faculty on policies and procedures affecting day-to-day business processes to maintain compliance.
Greeting visitors to IRIS and showing them to the appropriate office or area.

Percentage of time

Duties/Responsibilities

Submission of Financial Requests:

Prepare and submit purchase orders, check requests, travel requests, expense statements and travel reimbursements, and advise faculty and graduate students on appropriate policies and procedures regarding these processes.
Prepare and process purchase orders, check requests, travel requests, expense statements and travel reimbursements and advise faculty and graduate students on appropriate policies and procedures.
Prepare , examine, or analyze accounting records, financial statements, or other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.
Prepare and submit SPA administrative actions requests forms, no-cost extensions, and residual balance forms to CPH Business Office post Award Financial Manager for review and submission to Sponsored Projects Administration as needed.
Assist the Business Manager with financial and administrative tasks for special projects and assignments.
Have P-Card access and duties, including completing any USG/Procurement trainings related to P-Card holders.

Percentage of time

Duties/Responsibilities

Meeting Assistance:

Provide meeting support including scheduling, reserving space, managing catering, preparing agendas, and other on-site needs.
Organizing itineraries for candidate and industry visits, as well as scheduling the appropriate shareholders and faculty members and distributing the itinerary to all parties.
Attend meetings and provide summary of meetings including key tasks to meeting attendees.

Percentage of time

Duties/Responsibilities	Other duties as assigned.
Percentage of time	5