This position serves as an Administrative Specialist II in the Office of the President at the University of Georgia and reports directly to the Chief of Staff and the Assistant to the President. The role requires a high level of confidentiality and provides essential administrative support to ensure the effective and efficient office operations. Key responsibilities include assisting with correspondence and other written documents; coordinating and maintaining complex calendars; organizing and maintaining filing systems; and providing back-up administrative support within the office. This position plays a vital role in supporting the daily operations of the Chief of Staff and Assistant to the President while maintaining professional and effective interactions with colleagues, supervisors, students, faculty, staff, and external constituents. This individual in this role is expected to demonstrate consistent cooperativeness, courtesy, professionalism, and tact in carrying out all job responsibilities. Knowledge, Skills, Abilities and/or Competencies Competent in computer applications, such as Microsoft Office (Word, Excel, PowerPoint, Outlook, and Access) Adobe Acrobat, GAIL, and President’s Office Database Suitable written and oral communication skills Strong organizational skills with the ability to manage multiple projects simultaneously without close supervision Ability to use discretion with confidential information Physical Demands File and copy; work at a desk for long periods of time; transport and set up food, displays, and materials for events. 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? 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? 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 Scheduling and Calendar Management Maintaining calendars for the Chief of Staff and an Assistant to the President: accurately scheduling, updating, and removing appointments Serving as the primary point of contact for all persons (internal and external) seeking to schedule meetings and events Preparing for meetings—distributing agendas, ordering food and beverages, reserving rooms, and providing pertinent materials in advance; and planning and coordinating all logistics associated with travel (campus, local, domestic, and international). Provide back-up support to the Executive Assistant (III) to the President. Percentage of time 40 Duties/ Responsibilities Project Management and Documentation Managing action files on annual and one-time projects led by the Chief of Staff and Assistant to the President. Coordinating correspondence for the Chief of Staff and Assistant to the President: drafting, preparing, proofreading and distributing correspondence Maintaining appropriate document and correspondence files; Disseminating outgoing mail in a timely manner and logging correspondence for tracking purposes. Managing workflow for the Chief of Staff and Assistant to the President: sorting incoming documents (mail, meeting materials, drafts, etc.) into appropriate folders for review Bringing documents requiring expediting to their attention and monitoring the status. Percentage of time 20 Duties/ Responsibilities Correspondence Processing and Distribution Scanning, processing, and mailing letters and other written documents generated internally and by other departments Maintaining and updating the correspondence log Generating and updating mailing lists in GAIL for most Office of the President mass mailings Working with Alumni Relations to secure delegates for inaugurations and coordinating inaugural documents Formatting and coordinating framing of presidential proclamations Percentage of time 25 Duties/ Responsibilities Other Administrative Support Receive all incoming calls and place outgoing calls for the Chief of Staff and Assistant to the President as requested. Greet and assist visitors to the Office of the President. Order flowers and plants as expressions of sympathy from the President when needed. Participate in scheduled office meetings and staff development opportunities. Provide backup support to staff in the Office of the President. Other duties as assigned in line with this job description. 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 Nathan A. Moore Recruitment Contact Email nathan.moore 25@uga.edu Recruitment Contact Phone Posting Specific Questions Required fields are indicated with an asterisk ( - ). - Are you a current employee of the University of Georgia? No Response No Yes Applicant Documents Required Documents Resume/ CV Cover Letter Optional Documents