Administrative Specialist

Posting Details Posting Details

Posting Number S12766P Working Title Residential Services Administrative Specialist Department Housing-Resident Progs & Srvcs 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 (). 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 Part of the Division of Student Affairs, University Housing consists of nearly 2.8 million square feet of facilities and is home to more than 9,000 students. The department employs 220 full-time staff members, 21 graduate assistants and 565 undergraduate student workers. As a self-supporting auxiliary, University Housing operates a $59 million budget derived only from student housing fees and other non-state sources. In support of its mission to provide comfortable, affordable and secure housing options where the academic success and personal growth of residents are encouraged and supported, University Housing engages staff members in competency-based training and students in curriculum-based engagement focused on community building, interpersonal skills, social awareness and responsibility, and well-being. College/Unit/Department website housing.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 Position offers a flexible schedule between the hours of 8 a.m. and 9 p.m. 5 days a week,
Must be available to work at least one weekend day each week.
Advertised Salary $45,000 Posting Date 10/11/2024 Open until filled Yes Closing Date Proposed Starting Date 01/06/2025 Special Instructions to Applicants Priority consideration will be given to those who complete the application process by 11/1/2024 ; however, screening will continue until the position is filled.

We are unable to offer a work visa sponsorship for this position. You must be authorized to work in the U.S. to apply. 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 (). 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 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 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 Previous administrative assistant experience.
Previous customer service experience. Position Summary The primary function of this position is to oversee the daily administrative functions for 2 - 3 residence hall desks. This includes supervision and scheduling of student desk staff, key management, distribution of mail and supporting staff in the Residential Programs and Services unit within University Housing. The work involves performance of office duties, which involves a high degree of judgment and initiative, in order to carry out operations within a zone of approximately 3,000 residential students. Knowledge, Skills, Abilities and/or Competencies

• Considerable knowledge in office practices, procedures, and equipment.
• Have computing skills and be able to utilize email, calendar, internet, and database programs.
• Excellent communication skills and ability to greet and assist residents, visitors, and callers with a variety of questions, needs, and concerns.
• Maintain confidentiality of office information and records.
• Ability to work independently, conceptualize projects, and manage multiple priorities.
• Proven ability to work with a wide variety of constituents to creatively resolve problems and develop solutions.
• In the process of completing various job responsibilities, have a working knowledge of software and web-based programs including, but not limited to: OneSource, Microsoft Office, OneDrive, Acrobat Reader, Outlook, Advocate, StarRez, UGAMart, and UGAJobs.

Physical Demands

• Normal office environment.
• Lift and carry up to 40 lbs.
• Verbally communicate effectively both in person and via telephone with a variety of individuals.
• Safely drive GA State Vehicle.
• Continual usage of computers.
• Sitting/standing 8 hours/day, 5 days/week.

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? 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? Yes 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 General Office Functions

• Perform general office management. Greet, answer phone calls, and take messages from individuals visiting the office. Respond through personal contact with residents, faculty, staff and other stakeholders to resolve problems, answer questions and clarify policy.
• Manage classroom, meeting room space, vehicle and community resource reservations.
• Manage and maintain voluminous and complex records and files, some of which are confidential, pertaining to facilities, personnel, fiscal activity, procedures, policies, resources and departmental decisions/activities as required by the records retention policy.
• Support, communicate, enforce and abide by all university and departmental policies, procedures and regulations.
• May serve on departmental committee/task force as needed.
• Support the department in annual endeavors such as, but not limited to, opening and closing the residence halls, as well as summer conferences.
• Other duties consistent with the purpose of this position as may be assigned.

Percentage of time 30 Duties/Responsibilities Desk Management

• Direct management of 2 - 4 residence hall desks with an emphasis on safety, security and customer service.
• Oversee key management including, but not limited to, regular key audits, resolve key issues as they arise, order and process new keys and maintain accurate key records.
• Coordinate the daily distribution of mail and packages in adherence with federal, state and university policies.
• Investigate and resolve package issues as they arise.
• Perform audits as needed to address issues regarding key and mail processes and follow-up with student staff members as needed.
• Respond to students, staff and other stakeholders as it relates to keys, mail and general questions or concerns.
• Be knowledgeable of established protocols designed to guide responses to emergencies and other unexpected events.

Percentage of time 30 Duties/Responsibilities Supervision/Staff Support

• Select, train, supervise, and evaluate various student staff positions which may include but are not limited to graduate assistants, student desk staff and summer conference staff.
• Lead monthly and one-on-one meetings with student desk staff to provide on-going training and address performance concerns.
• Effectively disseminate important information, policies, procedures and updates during team meetings, ensuring that all team members are well-informed and aligned with priorities.
• Provide constructive feedback to student desk staff on their performance and achievements and recognize outstanding contributions.
• Create and manage desk schedules to ensure staffing is available for each assigned desk.
• Review and approve timecards on a weekly basis and address issues as needed.
• Work closely with Human Resources to ensure compliance with all federal, state, BOR, and University policies.

Percentage of time 30 Duties/Responsibilities Billing, Budgetary, and Contract Management

• Process and maintain billing records for conference services and assigned residential communities weekly.
• Prepare office supply orders and other purchase requests, mailing/shipping forms, travel request forms, requests for reimbursement, work orders and print requests.
• Familiarize and communicate contracts for camps and conferences.

Percentage of time 10

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