Administrative Specialist - Plant Pathology

Posting Details Posting Details Posting Number S12834P Working Title Administrative Specialist - Plant Pathology Department CAES-Plant Pathology 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 3,000 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. About the College/Unit/Department College/Unit/Department website Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information Monday-Friday, 8am-5pm Advertised Salary Commensurate with Experience Posting Date 10/28/2024 Open until filled Yes Closing Date Proposed Starting Date 11/11/2024 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 (hrwebuga.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 Position Summary This position supports the Department Head with daily tasks; assists with the Promotion and Tenure process; processes hiring for all department positions in UGAJobs; processes H-1B and Permanent Residency requests; assists faculty, staff, and students with various administrative needs; manages day to day office duties (key assignments, vehicle assignments and maintenance, building maintenance and repair requests, purchases supplies, etc.); maintains departmental inventory; maintains CAES personnel database for Plant Pathology; supervises department student workers; and other various tasks as needed. Knowledge, Skills, Abilities and/or Competencies Detailed knowledge of how the University of Georgia operates including policies and procedures of the College and Department Ability to effectively manage multiple and competing priorities Thorough knowledge of management practices and principles Thorough knowledge of budgetary policies and procedures Understanding of and ability to process information using various university online programs. Physical Demands Sitting/ standing for long periods of time and lifting 10-15lbs boxes. Driving to perform job related duties. Is driving a responsibility of this position? Yes 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 Duties/Responsibilities Administrative Support Manages Department Head calendar. Schedules/assists with various meetings and coordinates Zoom meetings. Plans and/or attends departmental events Initiates position requests, posting requests, and hiring proposals in UGAJobs for all Department positions on the Athens campus. Responsibility includes obtaining necessary paperwork with College Leadership's approval for hires. Manages and coordinates HR related tasks for hiring new faculty, staff, student workers and graduate students; Coordinates onboarding of faculty, staff and undergrad student workers. Provides Disease Clinic Administrative Support: Receives clinic samples and payments Enters diagnostic sample submission forms into the database Communicates with county offices in case of missing or incorrect information Maintains Plant Disease Clinic reports Spearheads organizing and digitizing Department files. Assists Senior Accountantwith travel arrangements for guest speakers and students. Completes annual inventory on the behalf of the department. Assists faculty, staff, graduate students, undergraduate students with daily office needs; Manages the department's laptop rental program; Notifies faculty, staff, graduate students of trainings, seminars, department meetings, etc.; Gives faculty, staff, graduate students, undergraduate students access to training through eLC; Manages departmental conference room. Assigns departmental keys/office & lab space; Oversees assignment of mailboxes, building access, and telephone services; Purchases office supplies through UGAMart; Renews maintenance agreements for equipment when needed; Receives and sends mail and packages; Coordinates with Central Research Store deliveries; Prepares work orders through Facilities Management for offices, labs, classrooms, etc.; Maintains departmental Inventory; Makes copies when needed; Maintains AED Uses platforms such as Personnel Database, Facilities Management, Departmental Listserv, Outlook, 25Live, UGAMart, LifeReady, and OneSource. Serves as the liaison between the department and CAES OIT Supervises student workers in the main office (delegation of tasks, managing availability, and approving or correcting time sheets) Maintains CAES personnel database for Plant Pathology, works with the webmaster to keep department's website up-to-date Coordinate all Athens-based departmental vehicles by scheduling maintenance and/or rentals when necessary, key and fuel card access, notifies department of required trainings, and monitors department's parking passes. Percentage of time 45 Duties/Responsibilities Faculty Affairs Works with faculty members and Department Head to prepare and move forward Promotion and Tenure packets, post-tenure reviews, three-year reviews, graduate faculty appointments/re-appointments, emeritus packets, adjunct faculty packets, and faculty Hatch Projects and reporting to CAES Initiates UGAjobs' actions for all faculty positions and support positions reporting to Athens faculty Processes H-1B and permanent residency processes for new faculty hires. For Athens faculty, submits visa requests for and coordinates Visiting Scholar requests; Maintains faculty/staff files; Assists with faculty/staff evaluations Schedules/assists with various in-person and video conferencing meetings (faculty meetings, Advisory Committee meetings, etc.) Percentage of time 35 Duties/Responsibilities Financial Support Inputs invoices for Plant Disease Clinic Coordinates with the Senior Accountant to ensure accurate travel documentation for travel reimbursements and other finance related matters. Leads effort with closing Open POs. Percentage of time 15 Duties/Responsibilities Other duties as assigned. Percentage of time 5 Contact Information Recruitment Contact Contact Details For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. Recruitment Contact Name Olga Manguno Recruitment Contact Email olga.mangunouga.edu Recruitment Contact Phone Posting Specific Questions Required fields are indicated with an asterisk (). Applicant Documents Required Documents Resume/CV Cover Letter List of References with Contact Information Optional Documents