Administrative Coordinator

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

The Administrative Coordinator is responsible for coordinating the administrative functions of the department. The Administrative Coordinator is responsible for the management of a variety of areas including fiscal, logistical, faculty affairs and all incoming inquiries into the department. This person also serves as the sole administrative and executive support person for the Director as well as monitoring all internal and external deadlines.

The Administrative Coordinator serves as the principal point of administrative contact and liaison with internal and external constituencies and general business administration. The Administrative Coordinator provides initial and follow-up information to the department head, which may be of a highly confidential nature.

As the initial point of contact for a wide variety of constituents, including students, faculty, alumni and departmental visitors, members of the university administration and others, the Administrative Coordinator will be punctual, discreet, diplomatic and confidential while maintaining a high level of positive service.

Major duties include managing the affairs of the Unit and Director's schedule; managing office and faculty records; serving as the initial point of contact with the office and preparing an array of documents for the Director, including hiring and contract renewals, meeting materials such as agendas, minutes and supporting material.

The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.).

Knowledge, Skills, Abilities and/or Competencies

• The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.).

• Strong communication and interpersonal skills are essential, as is a passion for excellence and a positive demeanor, as the Administrative Coordinator represents the department as its initial point of contact.

• The Administrative Coordinator should have an understanding and commitment to teamwork and collaborative culture.

Physical Demands

Standard for a typical office environment.

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? 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 Director with Administration of Academic/Faculty Affairs:

• Assist in organizing faculty recruiting visits.

• Arrange visits for invited researchers and guests including preparing itinerary, scheduling the lecture/presentations, preparing flyers and distribution to all relevant stakeholders.

• Liaison between the Unit, CPH HR Director and Payroll Manager in reference to new hires, payroll and financial transactions.

• Staff support for promotion and tenure materials; Provide information to Unit regarding policies related to faculty affairs (dossiers, nominations, committees).

• Maintain internal administrative deadlines for academic, staff and student personnel actions.

• Coordinate faculty elections and appointments to department and university committees; keep records of departmental faculty serving on committees.

• Schedule faculty meetings, prepare agenda, take meeting minutes.

• Maintain permanent records for Faculty Activity Reports, promotion and tenure, faculty meetings, standing committee meetings.

• Primary administrative staff support for accreditation/program review.

Percentage of time 40 Duties/Responsibilities

Serve as the Assistant to the Director:

• Act as liaison and initial point of contact for the Director, extensive contact with faculty, staff and UGA administration and external constituencies.

• Manage the Director's travel; complete UGA travel request forms, set up travel arrangements, provide travel itineraries, prepare travel expense reports for Director for reimbursements.

• Compile and maintain efficient flow of correspondence, reports, requests and draft letters as the Director's representative.

• Coordinate meals, events and meetings hosted by the Director.

• Assist with planning of faculty/staff events supported by the unit.

• Attend meetings and serve as a liaison between Director, Faculty, HR Director and Financial Staff and other UGA internal and external constituencies.

Percentage of time 25 Duties/Responsibilities

Oversee and Manage the Day-to-Day Activities of the Department:

• Review, create and implement departmental policies/procedures in accordance with UGA and the College of Public Health policies and procedures.

• Oversee and direct management of electronic and hard copy records kept in the Unit.

• Cover the front office; answer phone, send faxes, handle in/out-going mail, UPS.

• Assist with scheduling of the departmental conference room(s) in Hudson Hall.

• Purchase of departmental supplies.

• Departmental Telephone Representative.

• Maintain departmental inventory.

• Maintain list of departmental keys and distribution.

• Building Safety and Emergency Management Representative.

• Submission of departmental work orders.

• Monitor and provide updates/revisions to unit phone directory and website.

• Other duties as assigned.

Percentage of time 25 Duties/Responsibilities

Duties for Project Coordination for Meet Me at the Gardens:

• Monitoring and evaluating the progress of Meet Me at the Gardens

• Iteratively create new public health materials for Meet Me at the Gardens

• Providing detailed updates to stakeholders at CARE Center and Botanical Gardens

• Ensuring team members have the supplies and resources they need to complete their assigned tasks on time and within their budget limits

• Organizing reports, invoices, contracts, and other financial files related to Meet me at the Gardens

• Planning meetings and organizing project logistics

• Ordering necessary supplies and materials for Meet Me at the Gardens

Percentage of time 10

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 Lisa Renzi-Hammond Recruitment Contact Email lrenzi@uga.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

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

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.