Administrative Coordinator
3 hours ago
The University of Georgia is seeking an Administrative Specialist to join the Georgia Cooperative Fish & Wildlife Research Unit. This role will provide administrative support to the unit, including managing day-to-day operations, logistical planning, compliance procedures, and record-keeping and reporting expectations for both Federal and State entities.
Key Responsibilities- Assist with unit administration, including preparing necessary documents and ensuring satisfactory administration of contracts, grants, and agreements.
- Maintain unit office filing systems and records for projects, as well as for Federal and University employees, including laboratory and other training & safety records for unit personnel.
- Assist with routine Federal and University inventory reviews and purchasing of supplies.
- Maintain vehicle records and complete monthly vehicle utilization reports.
- Assist with onboarding and departures of students and staff.
- Assist with audits or inspections.
- Keep office postings and notifications up to date.
- Supervise all accounting functions for the unit, including the development of monthly, semi-annual, and annual financial reports on both State and Federal levels.
- Reconcile monthly account balances on both State and Federal levels, and assist unit faculty in regard to budgetary concerns for contracts and grants.
- Maintain budget projections for unit contracts and grants.
- Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters, and Contracting Office, UGA Sponsored Programs Department, and UGA Contracts and Grants Department.
- Assist principal investigators with grant budgets, Federal bank card statements, and expenditures for multiple projects, ensuring compliance with State and Federal processes, standards, or regulations.
- Work as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.
- Assist with planning and delivery of unit's annual coordinating committee meeting.
- Produce unit's annual report.
- Help coordinate travel and reimbursement for unit personnel or guests.
- Prepare leave requests.
- Oversee scheduling of unit resources and facilities.
- Stock and organize office supplies and equipment.
- Assist with daily operations of the unit.
- Occasionally review proposals, reports, or training materials for clarity and consistency.
- Confirm use of biological and geographical names in documents.
- Assist with basic monthly vehicle upkeep, as well as scheduling and obtaining vehicle and boat maintenance.
- Assist with logistics and preparations for meetings associated with unit projects or provided trainings.
This is a full-time position with a proposed starting date of November 1, 2024. 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.
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