Administrative Specialist - Food Science & Technology

High school diploma or equivalent

• Handle all the departmental correspondence to upper administration, food industry, and alumni.
• Manage the main office, handle course loading and process overrides, curriculum/CAPA, course evaluations, and personnel record keeping.
• Provide support for faculty correspondence, event scheduling, and communication with internal and external stakeholders.
• Provide administrative assistance with faculty appointments, graduate faculty appointments and re-appointments, promotion/tenure, 3rd year reviews, post-tenure reviews, and scheduling of faculty interviews.

• Detailed knowledge of how the University of Georgia operates including policies and procedures of the College and department.
• Ability to effectively communicate with departmental faculty, staff, and students.
• Thorough knowledge of administrative management practices and principles.
• Thorough knowledge of budgetary policies and procedures.
• Understanding of and ability to process information using various university procedures.

• Submits position requests, posting requests, and hiring proposals for Staff, Graduate Research Assistants, Postdocs, and Temporary positions for the department, including related Critical Hire and Request to Fill/Hire forms as needed.
• Assists Faculty, Staff, Graduate Research Assistants, Postdocs, and Temporary positions with Onboarding.
• Serves as Postdoctoral Research Liaison. Initiates communication with departmental faculty, staff, and students at the two campuses-Athens and Griffin, as well as the affiliated University Centers.
• Coordinates with the FST Business Manager to ensure accurate summer pay, MFT compensations for Academic Year faculty.
• Assigns departmental keys, oversees mailbox assignments, receives mail and packages, prepares work orders through Facilities Management for offices, labs, and classrooms, and provides copying services as needed.

• Coordinates logistics of new hires and retirements (e.g. processes actions in UGAJobs; tracks faculty votes. ensures offices and facilities are cleaned out) including regular, emeritus, adjunct, courtesy, and visiting faculty.
• Processes graduate faculty appointments/reappointments, provides administrative support to search and screen committees, assists new faculty with organizational onboarding.
• Tracks committee assignments.
• Tracks mentoring committees.
• Supports the Promotion and Tenure (P&T) and Post-tenure Review Processes (tracks timing, uploads and ensures accuracy of dossiers, maintains documentation, etc.).
• Leads Visa/H-IB and Permanent Residency processes.
• Responsible for schedule and event planning for faculty meetings (on each campus, statewide, and online).
• Schedules annual faculty and staff reviews by HOD and organizes documentation.
• Assists Department Head with HATCH project assignments and reporting.
• Supports and ensures timely annual faculty contract processes including letters of renewal/non-renewal and electronic contract development.

• Acts as a departmental liaison to the college and university as needed.
• Takes and distributes meeting notes.
• Facilitates response to FST Department Email for Department Head as needed. Responds to nonelectronic mail as necessary.
• Disseminates accurate and timely information to faculty, staff, and students regarding the department, College, and University-wide issues.