New

Administrative Specialist I

University of Georgia

retirement plan

United States, Georgia, Athens

Mar 24, 2025

Posting Details

Posting Number	S13407P
Working Title	Administrative Specialist I
Department	Pharmacy-Dean's Office
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 Pharmacy at the University of Georgia ( UGA) is a distinguished institution known for its excellence in pharmacy education, research, and community service. We are at the forefront of pharmaceutical research, with faculty and students engaged in groundbreaking studies that contribute to advancements in healthcare and medicine. Research areas include drug discovery, pharmacology, and clinical pharmacy. The college is highly ranked, placing 15th out of 141 pharmacy programs nationwide, according to US News & World Report, underscoring our reputation for excellence. These elements make the UGA College of Pharmacy a unique and enriching place for students to pursue their pharmacy education and careers.
College/Unit/Department website	https://rx.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	Monday through Friday, 8 AM to 5 PM
Advertised Salary	Commensurate with Experience
Posting Date	03/24/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	05/12/2025
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	Office/Clerical Lead
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	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.
Preferred Qualifications	Possess knowledge of UGA policies, procedures and systems, including OneSource, FAME, Qualtrics, GAIL, Elements, eLC, and Zoom Advanced skills with Microsoft Office (Excel, Word, CoPilot, PowerPoint, etc.)
Position Summary	This Administrative Specialist is responsible for providing wide-ranging administrative support to the College of Pharmacy's Assistant Dean for Institutional Effectiveness and Strategic Initiatives ( IESI)/Director of Faculty Affairs and the Director of Interprofessional Education ( IPE), including administrative and project support for curriculum, assessment, interprofessional education, accreditation, strategic planning, and faculty affairs functions. The incumbent reports directly to the Assistant Dean for Institutional Effectiveness and Strategic Initiatives and works closely with the Director of IPE, the Dean's Office staff, and College administration as needed.
Knowledge, Skills, Abilities and/or Competencies	Ability to work independently and perform duties with high level of proficiency and attention to detail Ability to provide various levels of support in a rapidly changing environment Possesses initiative and the desire to learn and develop new skills Excellent interpersonal, oral, and written communication skills Proficient in Microsoft Office Ability to interface with high-level administrators, department heads, faculty members, staff, students, and external constituents and address issues of a highly confidential nature Excellent organizational skills Ability to prioritize and manage numerous complex tasks from multiple individuals
Physical Demands	Operate computers, copier, fax machines, etc. Light to moderate lifting. Sitting in an office chair for long periods is common.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	No
Does this position have operation, access, or control of financial resources?	No
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)	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 and Project Support
Provide clerical, administrative, and project support.

Provide calendar management support to include maintaining calendars, independently scheduling and re-scheduling meetings and appointments, and management of timelines
Coordinate meetings and interviews as requested, including scheduling meetings, securing space and technology needs, and preparing meeting materials, agendas, and minutes
Coordinate travel arrangements as requested, including independent follow-up on all details of the itinerary and completing travel authorizations, payment requests, and travel reimbursements
Processes and monitors transactions, including but not limited to UGA Mart Requests, Payment Requests, Travel Authorities, Expense Reports, Journal Entries, and UGAF Check Requests, ensuring that all transactions are accurate and in compliance with policies and procedures, funds are available, and proper documentation is provided.
Assist in the preparation of data, correspondence, proposals, reports, slides, spreadsheets, and other documents as requested
Solicit and enter data, update electronic dashboards or spreadsheets
Compile data and reports from multiple University Data Sources (eLC, OIR, Elements, Qualtrics, Xitracs)
Proofread all documents for accuracy of the information, correct grammar, punctuation, and spelling
Develop, implement, and maintain electronic and paper record keeping, filing systems, and/or databases to retain sensitive and confidential information
Provide reception services for the Dean's Office, including greeting visitors, accepting deliveries, distributing mail, and helping to maintain general office coverage.
Maintain knowledge of College, UGA, and USG policies as related to assigned duties
Provide support for special projects as assigned

Percentage of time

Duties/Responsibilities

Event Support
Plan, coordinate, and implement IESI events. This includes Curriculum and Assessment Activities, Interprofessional Education events, accreditation site visits, focus groups with students, meetings with external stakeholders, and large scale educational and assessment activities.

Develop event budgets and production schedules, solicit quotes/bids for budgetary estimates, secure event approval, and process check requests for reimbursement and/or vendor payment in a timely manner
Coordinate off-site and on-site logistics, vendors, exhibit/meeting space contracts, decorations, and catering services in accordance with UGA and USG policies and procedures and within predetermined budgets
Develop and maintain complete event files to include event budget and request forms, budgetary, financial, and event assessment information
Assist with onsite supervision of all logistics, including deliveries, set-up, and breakdown
Coordinate event branding, promotion, and the development of materials such as invitations and program materials following the UGA and the College's design policies
Arrange travel/lodging accommodations for special event guests or speakers and communicate arrangements as well as process associated reimbursements or payments
Collaborate with other units or departments to assist with event planning as requested
Provides event support to the Dean's Office staff for college events as needed
Coordinate special events as assigned

Percentage of time

Duties/Responsibilities

Faculty Affairs Support
Provides administrative support for Faculty Affairs functions and standing committees as needed.

Stewards the College's administrative policies
Assists with stewardship of the College's faculty governed policies
Supports the College's Promotion and Tenure process
Coordinates the College's award processes
Assist with the nomination and election processes College representatives to University Council and University Committees
Coordinates the periodic evaluations of administrators, department heads, and directors
Supports tasks related to accreditation, faculty roster management, peer review
Provides support to the Chair of Faculty Council and other College committees, including coordinating meetings, agendas, notices, materials for distribution, and faculty meeting minutes

Percentage of time

Duties/Responsibilities	Other Duties as Assigned Serve on committees or working groups as assigned Attend training and development sessions to improve skills and to keep abreast of changing policies and procedures related to assigned duties
Percentage of time	5