Administrative Specialist II to the Associate Dean for Student Affairs

High school diploma or equivalent and 2 years of related experience

• Strong organizational and timemanagement skills, with the ability to manage complex calendars and competing priorities.
• Excellent written and verbal communication skills, including drafting professional correspondence and interacting effectively with diverse populations.
• Interpersonal skills to provide courteous, empathetic, and serviceoriented support to medical students, faculty, and staff.
• Coordination and project management skills to support departmental initiatives, events, and crossfunctional activities.
• Attention to detail and accuracy in preparing documents, maintaining records, and handling confidential information.
• Problemsolving skills to anticipate needs, identify issues, and recommend or implement solutions. Proficiency in using office technology, scheduling tools, and data tracking systems to improve efficiency.
• Ability to prioritize tasks, meet deadlines, and adapt to changing priorities with minimal supervision.
• Ability to collaborate across departments, professional disciplines, and organizational levels.
• Proficiency in using Microsoft Office technology, scheduling tools, and data tracking systems to improve efficiency.
• Knowledge of FERPA, privacy standards, and confidentiality requirements related to student records and sensitive information.

• Provide high-level administrative support to the Associate Dean of Student Affairs, ensuring efficient daily operations, effective prioritization, and responsive support in a complex academic medical environment.
• Prepare and maintain correspondence, reports, presentations, and meeting materials; draft communications as needed.
• Serve as a central point of contact for the Office of Student Affairs (OSA), responding to inquiries from students, faculty, staff, and external stakeholders with professionalism, discretion, and a student-centered approach.
• Manage complex calendars, schedule meetings, prioritize requests, and coordinate logistics involving multiple stakeholders.
• Reserve space for Office of Student Affairs needs.
• Prepare agendas, briefing materials, itineraries, correspondence, reports, and follow-up documentation.
• Coordinate travel arrangements and process reimbursements in compliance with university policy. Ensure smooth daily operations while maintaining confidentiality and high professionalism.* Support committees and working groups related to student affairs by coordinating meetings, preparing agendas and minutes, and tracking action items.
• Handle sensitive information related to student records, academic progress, and personal matters in compliance with FERPA, institutional policies, and ethical standards.

• Manage departmental projects and special initiatives by tracking timelines, coordinating stakeholders, monitoring progress, and maintaining documentation.
• Assist with planning, organizing, and executing student affairs initiatives, including programs, activities, wellness efforts and student events.
• Support Student Government monthly meetings by scheduling meeting dates, preparing agendas and materials, recording and distributing minutes, and tracking follow-up action items.
• Coordinate cross-functional communication between Student Government leaders, OSA, academic departments, and institutional partners to ensure alignment and continuity.
• Support the medical school's OSA House system, providing administrative oversight and coordination to support student engagement, community building, and faculty involvement.
• Manage House assignments, including initial student placement, ongoing updates, record maintenance, and coordination with Student Affairs leadership and faculty advisors.
• Coordinate the design, ordering, distribution, and tracking of House Tshirts and related materials, ensuring alignment with institutional branding and budgetary guidelines.
• Schedule and support weekly House meetings, including coordinating dates and locations, preparing agendas as needed, recording and distributing minutes, and tracking followup action items.
• Coordinate monthly meetings with House faculty and student leadership, including scheduling, logistical support, preparation of materials, recording and distributing minutes, and monitoring action items.
• Assist with planning, coordination, and execution of House Olympiad and related House events, including event logistics, communication with participants, coordination with stakeholders, and recording and tracking of House points.

• Participate as a member of the UGA School of Medicine proctoring team to support the administration and integrity of examinations.
• Contribute to continuous improvement efforts by identifying process enhancements, improving administrative workflows, and supporting student affairs goals and accreditation-related activities.
• Collaborate on and support critical operational activities for the UGA School of Medicine.
• Coordinate effectively with internal UGA SOM departments, university-wide units, and offcampus agencies to support institutional objectives.
• Other responsibilities as assigned by the Associate Dean for Student Affairs.