Administrative Specialist I

University of Georgia

retirement plan

United States, Georgia, Athens

Mar 01, 2025

Posting Details

Posting Number	S13328P
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	02/28/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	04/28/2025
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	At least 5 years of relevant Executive-level administrative support experience. Possess knowledge of UGA policies, procedures, and systems, including OneSource, FAME, Qualtrics, GAIL, Elements, eLC, and Zoom.
Position Summary	The Administrative Specialist I position provides high-level executive support to the Dean of the College of Pharmacy. This role requires considerable independence, attention to detail, tact, diplomacy and discretion. Responsibilities include managing a complex calendar of meetings, appointments, and travel, as well as reviewing and drafting a high volume of correspondence. The incumbent reports to the Administrative Manager and is an integral member of the staff support team, providing administrative and event support as needed, while also supporting the Dean's administration, including the Administrative Manager and Director of Professional Education. This position works closely with colleagues throughout the College and University to ensure efficient operations.
Knowledge, Skills, Abilities and/or Competencies	Ability to work independently and to perform duties with a high level of proficiency and competency. Capability to work in a rapidly changing, time-sensitive environment. Ability to function at executive support level. Excellent oral and written communication skills. Excellent interpersonal skills including the ability to speak on behalf of the Dean and the Office of the Dean in a highly informed and professional manner. Ability to work with high level administrators, department chairs, faculty members, staff, students, and the public. Demonstrated ability to exercise political acumen and maintain strict confidentiality. Ability to address issues of a highly confidential nature and must be able to use discretion effectively. Advanced proficiency in Microsoft Office including Word, PowerPoint, Excel, and Outlook. Excellent organizational skills. Demonstrated ability to prioritize and manage numerous complex tasks. Demonstrated ability to utilize various search software and online applications.
Physical Demands	Operate computers, copier, fax machines, etc. Light to moderate lifting. Sitting in an office chair for long periods.
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?	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)	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

Executive Assistant Duties

Identifies, develops and modifies clerical and administrative procedures for the efficient operation of the Dean's Office, including receiving, sorting, screening, and triaging
telephone calls, responding to routine correspondence, directing inquiries to alternate
responder, preparing draft responses, and providing material for Dean's response.
Oversees the Dean's RX email account.
Assists in the preparation of data, proposals, reports, slides, spreadsheets, and other
documents as requested.
Develops, implements and maintains electronic and paper record keeping and filing systems
including, sensitive and confidential information.
Responsible for daily management of the Dean's highly complex calendar, including
independently scheduling and re-scheduling meetings and appointments, exercising
independent judgement to assess and prioritize commitments, and adapting to constantly
changing needs.
Ensures the Dean is fully prepared for all meetings, events and other engagements, and that
the Dean's schedule is followed and respected.
Proactively identifies time for the Dean to complete preparatory work and projects in
advance.
Coordinates meetings including, scheduling meetings, securing space and technology needs,
and preparing meeting materials, agendas, and minutes, including regular Senior Leadership
Team and Executive Committee meetings.
Interacts with the Dean's guests and contacts in a welcoming and professional manner.
Designs and maintains surveys and data collected as requested.
Prepares, types, formats, and proofreads a wide range of documents, including
correspondence, reports, slides, and spreadsheets.

Percentage of time

Duties/Responsibilities

Administrative Support for Dean's Office and Administration

Provide administrative support to the Administrative Manager and Director of Professional Education as needed.
Coordinates the annual performance evaluation process for the Dean's direct reports.
Contributes as a member of the Dean's Office staff, providing general office support, including reception services such as: greeting visitors, accepting deliveries distributing mail, and fulfilling requests for promotional or event items.
Maintains the Dean's Office supply room, mailroom, mailroom list, and event and promotional item storage areas, and orders office supplies as needed.
Schedules the Dean's Conference Room and the Bloodworth Conference Room.

Percentage of time

Duties/Responsibilities

Event and Project Support

Provides support for special projects and events, including planning and executing events the Dean may host.
- Duties include scheduling, planning and other tasks related to developing budgets, production schedules, soliciting quotes, securing catering, securing approvals, preparing check requests, coordinating logistics.
Collaborates with the Dean's Office staff or other units/departments as needed to support events and projects.

Percentage of time

Duties/Responsibilities

Travel Coordination

Coordinates the Dean's national and international travel arrangements, including securing hotel reservations and transportation.
Independently follows up on all details of itinerary, ensuring all arrangements are confirmed, accurate and on the Dean's calendar.
Oversees and processes all travel-related documents, including travel authorizations, check requests, and travel reimbursement.

Percentage of time

Duties/Responsibilities	Other Performs other duties as assigned by the Dean or Administrative Manager. Serves on committees or working groups as assigned. Attends training and development sessions to improve skills and to keep abreast of changing policies and procedures related to assigned duties.
Percentage of time	5