This position serves as an Administrative Specialist I in the Office of the President at the University of Georgia. This position involves a high level of confidentiality in the performance of job duties which include but are not limited to greeting and assisting visitors to the Office of the President; providing receptionist and administrative support for two Assistants to the President; supervising the Office of the President’s student workers; managing action files on annual and one-time projects led by the Assistants to the President; managing workflow for the Assistants to the President such as sort incoming documents (mail, meeting materials, drafts, etc.), bring documents requiring expediting to their attention and monitoring the status; coordinating correspondence for the Assistants to the President; serving as back-up the Administrative Associate III, Document Manager with incoming mail; serving as the Assistant Asset Management Officer, providing backup support to staff in the Office of the President; and participating in office meetings and staff development opportunities for the Office of the President as well as other duties as assigned in line with this job. This individual is expected to work effectively with other individuals (co-workers, supervisor, students, faculty, staff, and other constituents) in the performance of job duties and demonstrate consistent cooperation, courtesy, professionalism, and tact in the handling of 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 the 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; perform occasional lifting of file boxes for archiving. 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 Administrative and Reception Support. Provide administrative support for the Assistants to the President, including office support, calendar management, travel coordination, and organizing reimbursements. Provide front-line telephone and guest reception service for the Office of the President, including fielding calls, taking messages for President’s Office staff, and directing visitors within the Administration Building. Supervise the Office of the President’s student workers in their various tasks and coordinate their respective work schedules. Percentage of time 40 Duties/ Responsibilities Project Management and Documentation Manage action files on annual and one-time projects led by the Assistants to the President. Coordinate assigned components of said projects, which include—but are not limited to—activities related to the University Cabinet, the Office of Admissions, the UGA Real Estate Foundation, the President’s Sky Suite, capital and facilities projects, the Commencement Steering Committee, and the annual President’s Club Reception and Founders Day Luncheon. Coordinate components of the Assistants to the President’s recurring duties related to the UGA Research Foundation, University Council, President’s Faculty Advisory Committee, the Council on Competitiveness, the Georgia Research Alliance, the Office of the Registrar, and the Office of Accreditation and Institutional Effectiveness. Manage workflow for the Assistants to the President: sort incoming documents (mail, meeting materials, drafts, etc.) into appropriate folders for review; bring documents requiring expediting to their attention and monitor the status of said documents. Percentage of time 30 Duties/ Responsibilities Correspondence and Archiving. Coordinate correspondence for the Assistants to the President: draft, prepare, proofread, and distribute correspondence; maintaining appropriate document and correspondence files; disseminate outgoing mail in a timely manner and log correspondence for tracking purposes. Date-stamp and log incoming routing slips and distributing to the appropriate staff person. Once signed, return documents to the appropriate office(s). Back up the Administrative Associate III, Document Manager with incoming mail. Percentage of time 20 Duties/ Responsibilities Other Administrative Support. Receive all incoming calls and place outgoing calls for the Assistants to the President as requested. Greet and assist visitors to the Office of the President. 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 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 Nathan A. Moore Recruitment Contact Email nathan.moore 25@uga.edu Recruitment Contact Phone Posting Specific Questions Required fields are indicated with an asterisk ( - ). Applicant Documents Required Documents Resume/ CV Cover Letter Optional Documents