University of Georgia
Administrative Specialist - Georgia Cooperative Fish & Wildlife Research Unit
University of Georgia, Athens, Georgia, us, 30604
Posting Details
Posting Details
Posting Number S12644P
Working Title Administrative Specialist - Georgia Cooperative Fish & Wildlife Research Unit
Department Warnell-Sch Forestry & Nat Res
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
N/A
Advertised Salary 45000
Posting Date 09/11/2024
Open until filled Yes
Closing Date
Proposed Starting Date 11/01/2024
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 (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 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
Position Summary
The Administrative Specialist assists the Leader of the Georgia Cooperative Fish and Wildlife Research Unit with managing administrative functions that include day-to-day operations, logistical planning, compliance procedures, and numerous record-keeping and reporting expectations for both Federal and State entities. Duties broadly range from managing offices and equipment to fiscal and human resources of the Unit. In addition to operational support, the position involves accounting responsibilities, including budgeting and expense reports, for multiple projects and agreements.
Knowledge, Skills, Abilities and/or Competencies
Experience working as an executive assistant or with UGA fiscal and property systems.Excellent communication and interpersonal skills.Strong organizational and analytical skills.Knowledge of basic financial accounting procedures and budget keeping.Proficiency in Microsoft Office programs and knowledge of Adobe programs.Ability to manage confidential information with discretion.Ability to work independently and as a member of a high-performing team.Be reliable, punctual, and able to work within deadlines.Flexibility and willingness to take on new duties as needed.Physical Demands
Light office work.Sitting and/or standing for long periods of time.Driving as needed to perform job 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
Assist with Unit Administration
Prepare necessary documents and ensure satisfactory administration of contracts, grants and agreements.Maintain Unit office filing system and records for projects as well as for Federal and University employees, including laboratory and other training & safety records (incl. volunteer forms) for Unit personnel.Assist with routine Federal and University inventory reviews and purchasing of supplies.Maintain vehicle records and complete monthly vehicle utilization reports.Assist with onboarding and departures of students and staff.Assist with audits or inspections.Keep office postings and notifications up to date.Percentage of time 30 Duties/Responsibilities
Manage Unit Finances
Supervise all accounting functions for the Unit including the development of monthly, semi-annual and annual financial reports on both State and Federal level.Reconcile monthly account balances on both State and Federal level, and assist Unit faculty in regard to budgetary concerns for contracts and grants.Maintain budget projections for Unit contracts and grants.Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters and Contracting Office, UGA Sponsored Programs Department and UGA Contracts and Grants Department.Assist Principal Investigators with grant budgets, Federal bank card statements, and expenditures for multiple projects, ensuring compliance with State and Federal processes, standards, or regulations.Percentage of time 30 Duties/Responsibilities
Assist with Unit Operations
Work as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.Assist with planning and delivery of Unit's annual coordinating committee meeting.Produce Unit's annual report.Help coordinate travel and reimbursement for Unit personnel or guests.Prepare leave requests.Oversee scheduling of Unit resources and facilities.Stock and organize office supplies and equipment.Assist with daily operations of the Unit.Percentage of time 25 Duties/Responsibilities
Support Unit's Program of Research, Education, and Technical Assistance
Occasionally review proposals, reports, or training materials for clarity and consistency.Confirm use of biological and geographical names in documents.Assist with basic monthly vehicle upkeep as well as scheduling and obtaining vehicle and boat maintenance.Assist with logistics and preparations for meetings associated with Unit projects or provided trainings.Percentage of time 10 Duties/Responsibilities
Other Duties
Other duties as assigned.Handle tasks and communications in a timely manner and with accuracy.Help maintain a supportive collegiate environment.
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 Brian Irwin
Recruitment Contact Email irwin@uga.edu
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
* Do you have a valid Driver's license?
YESNO
Applicant Documents
Required Documents
Optional Documents
Resume/CVCover Letter
Posting Details
Posting Number S12644P
Working Title Administrative Specialist - Georgia Cooperative Fish & Wildlife Research Unit
Department Warnell-Sch Forestry & Nat Res
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
N/A
Advertised Salary 45000
Posting Date 09/11/2024
Open until filled Yes
Closing Date
Proposed Starting Date 11/01/2024
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 (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 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
Position Summary
The Administrative Specialist assists the Leader of the Georgia Cooperative Fish and Wildlife Research Unit with managing administrative functions that include day-to-day operations, logistical planning, compliance procedures, and numerous record-keeping and reporting expectations for both Federal and State entities. Duties broadly range from managing offices and equipment to fiscal and human resources of the Unit. In addition to operational support, the position involves accounting responsibilities, including budgeting and expense reports, for multiple projects and agreements.
Knowledge, Skills, Abilities and/or Competencies
Experience working as an executive assistant or with UGA fiscal and property systems.Excellent communication and interpersonal skills.Strong organizational and analytical skills.Knowledge of basic financial accounting procedures and budget keeping.Proficiency in Microsoft Office programs and knowledge of Adobe programs.Ability to manage confidential information with discretion.Ability to work independently and as a member of a high-performing team.Be reliable, punctual, and able to work within deadlines.Flexibility and willingness to take on new duties as needed.Physical Demands
Light office work.Sitting and/or standing for long periods of time.Driving as needed to perform job 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
Assist with Unit Administration
Prepare necessary documents and ensure satisfactory administration of contracts, grants and agreements.Maintain Unit office filing system and records for projects as well as for Federal and University employees, including laboratory and other training & safety records (incl. volunteer forms) for Unit personnel.Assist with routine Federal and University inventory reviews and purchasing of supplies.Maintain vehicle records and complete monthly vehicle utilization reports.Assist with onboarding and departures of students and staff.Assist with audits or inspections.Keep office postings and notifications up to date.Percentage of time 30 Duties/Responsibilities
Manage Unit Finances
Supervise all accounting functions for the Unit including the development of monthly, semi-annual and annual financial reports on both State and Federal level.Reconcile monthly account balances on both State and Federal level, and assist Unit faculty in regard to budgetary concerns for contracts and grants.Maintain budget projections for Unit contracts and grants.Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters and Contracting Office, UGA Sponsored Programs Department and UGA Contracts and Grants Department.Assist Principal Investigators with grant budgets, Federal bank card statements, and expenditures for multiple projects, ensuring compliance with State and Federal processes, standards, or regulations.Percentage of time 30 Duties/Responsibilities
Assist with Unit Operations
Work as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.Assist with planning and delivery of Unit's annual coordinating committee meeting.Produce Unit's annual report.Help coordinate travel and reimbursement for Unit personnel or guests.Prepare leave requests.Oversee scheduling of Unit resources and facilities.Stock and organize office supplies and equipment.Assist with daily operations of the Unit.Percentage of time 25 Duties/Responsibilities
Support Unit's Program of Research, Education, and Technical Assistance
Occasionally review proposals, reports, or training materials for clarity and consistency.Confirm use of biological and geographical names in documents.Assist with basic monthly vehicle upkeep as well as scheduling and obtaining vehicle and boat maintenance.Assist with logistics and preparations for meetings associated with Unit projects or provided trainings.Percentage of time 10 Duties/Responsibilities
Other Duties
Other duties as assigned.Handle tasks and communications in a timely manner and with accuracy.Help maintain a supportive collegiate environment.
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 Brian Irwin
Recruitment Contact Email irwin@uga.edu
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
* Do you have a valid Driver's license?
YESNO
Applicant Documents
Required Documents
Optional Documents
Resume/CVCover Letter