Administrative Specialist I

University of Georgia

retirement plan

United States, Georgia, Athens

Feb 12, 2025

Posting Details

Posting Number	S13167P
Working Title	Administrative Specialist I
Department	COE-Research & Graduate Educ
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 Mary Frances Early College of Education ( MFECOE), one of the nation's largest colleges of education, consistently ranks in the top ten national Elementary Education and Curriculum and Instruction programs. The College offers significant possibilities for interdisciplinary research collaborations, program development, and school-community partnerships. The college's Research Office provides strong pre- and post-award grant support. The College is named for the University of Georgia's first African American graduate, a pioneering educator who played an integral role in the campaign for racial equality in Georgia and across the South. The College is committed to promoting diversity in education and society through its Office of Diversity, Equity, and Inclusion, through its research and teaching missions, and through collaborative work with community residents and organizations. The department and college are recognized leaders in developing partnerships with local communities and schools to provide pre-service and in-serv
College/Unit/Department website	uga.uga.edu
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Part Time
Work Schedule
Additional Schedule Information	Monday - Friday 8am - 5pm
Advertised Salary	Commensurate with Experience
Posting Date	01/31/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	02/24/2025
Special Instructions to Applicants
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	Administrative Specialist / Coordinator
FLSA	Non-Exempt
FTE	.75
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
Position Summary	The successful candidate for this position will work closely with the MERIT Leadership Team to support the efficient completion of the administrative tasks necessary for the various professional learning, research, and outreach opportunities that MERIT provides for educators and other stakeholders. MERIT is a new Center housed within the Mary Frances Early College of Education and dedicated to supporting the growing number of Multilingual Learners (MLs) across our state and the nation. This individual will serve as the "front desk" professional for MERIT, interfacing with the Center's various stakeholders, both inside and outside the university, to coordinate and support MERIT's various professional learning events. Strong communication skills, attention to detail, and willingness to collaborate with the MERIT team, as well as other offices within the Mary Frances Early College of Education and across campus are keys for success in this position.
Knowledge, Skills, Abilities and/or Competencies	High degree of proficiency in communication skills in speech and writing, as well as in organizing, planning, and multitasking. High competency in routine office IT skills like working with word processors, using excel spreadsheets and PowerPoint files, editing and creating PDFs, creating and maintaining documents and data using Google suite (Google Docs, Google Sheets, Google Slides), etc., is essential.
Physical Demands	This position mainly involves sitting at a desk and working on a computer for extended periods of time. It also involves being mobile to facilitate the pick-up and drop-off documents and goods between offices across campus, sending mail packages, and so on.
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?	No
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

Event Coordination:

Coordinate virtual and face-to-face event logistics (including venue and catering arrangements for face-to-face events)
Create and disseminate marketing materials
Work closely with the MFECOE grants and budget office to process invoices, check deposits, and credit card transmittals, as well as to maintain accounts receivable and account balance records using UGA budgeting and accounting systems
Provide logistical support during professional learning events (both virtual and face-to-face)
Communicate information and send documentation to Center stakeholders (including participants, educators, schools, parents, collaborators, and higher education entities, faculty, staff and/or students)
Liaise with school district partners to answer questions
Order, organize, and send professional learning materials
Maintain scheduling and event calendars (both electronic and physical wall calendars) with important dates of events and appointments for the Center
Organize, update, and disseminate information about all MERIT activities across different forums (webpage, social media, center calendar, etc.)

Percentage of time

Duties/Responsibilities

Records Management:

Organize, update, and maintain records of all MERIT activities
Manage event registrations
Support report creation and dissemination
Manage participant data (including IRB consent record maintenance)
Review MERIT documents, social media and webpage to check for correct spelling and grammar and ensure that MFECOE and UGA format policies are followed (including branding colors etc.)

Percentage of time

Duties/Responsibilities

General Office Management:

Serve as the "front-facing" representative of the Center, answering phones, responding to emails, and being present in the office at set hours to greet and direct visitors
Open, read, route, and distribute incoming mail or other materials.
Assist staff, faculty, or students with departmental processes and procedures or use of equipment
Provide support to center personnel such as making copies, scanning documents, making phone calls, arranging for repairs when equipment malfunctions, placing orders, etc.
Support faculty and students with travel requests and general reimbursements through such systems as OneUSG Connect
Maintain materials, order supplies, complete printing requests, submit work orders, etc.

Percentage of time