Administrative Specialist - Plant Pathology

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 Accountant with 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 50 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

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 Parris Baker Recruitment Contact Email parris.baker@uga.edu Recruitment Contact Phone 2-9685

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.