ADMINISTRATIVE SPECIALIST I (MSSE)
Posting Details
Posting Details
Posting Number S12854P Working Title ADMINISTRATIVE SPECIALIST I (MSSE) Department COE-Math, Sci, and Soc Studies 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 ( https://www.uga.edu/ ). 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
As the 4th largest public college of education in the country and the 3rd largest college at UGA, the Mary Frances Early College of Education (MFE COE) improves the lives of residents of Georgia and beyond through our instruction, research, and service. The MFE COE is a comprehensive college with disciplines focused on teacher preparation, counseling and human development, communication sciences, human movement sciences, career development, student affairs, and educational administration and policy. We place significant emphasis on graduate education with approximately 40% of our students at the graduate level, making us the second largest college at UGA with respect to graduate education.
Named for Mary Frances Early, UGA’s first African American graduate, in February 2020, the MFE COE has a long and distinguished history as a leader in diversity, equity, and inclusion. Our other strengths include a) partnerships with multiple units on campus, in the local community, and across the state of Georgia, b) faculty expertise manifested in well- regarded scholarship and applied practice, and c) recognition of our academic programs by external stakeholders.
For more information about UGA, visit http://www.uga.edu ; for Athens, visit http://www.visitathensga.com ; and for Georgia, visit http://www.georgia.gov .
College/Unit/Department website coe.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
Monday through Friday, 8am to 5pm
Advertised Salary Commensurate with Experience Posting Date 10/31/2024 Open until filled Yes Closing Date Proposed Starting Date 11/25/2024 Special Instructions to Applicants 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 (hrweb@uga.edu).
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 https://www.usg.edu/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 https://www.usg.edu/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 Summary
Preferred Qualifications Position Summary
Primarily, this role serves the College of Education’s Mathematics, Science, and Social Studies Education (MSSE) team in administrative tasks, operations and logistics. This position reports to the Department Head (DH) and works closely with the Business Manager (BM), assisting with administrative and accounting processes. The position frequently deals with issues of a highly confidential nature and as such, requires someone with a strong attention to detail and discretion. This is the fifth and lead level in a group of five progressively higher administrative/support jobs
Knowledge, Skills, Abilities And/or Competencies
Proficiency in Microsoft Office applications; Proficiency with office equipment such as copier and multi-line telephones; proficient in Banner class scheduling; willing to attend training to become proficient in Banner, Athena, Argos and Travel processing; Ability to work under very limited supervision
Physical Demands
• Typical office demands, including sitting at a computer for long periods of time.
• Periodic light lifting.
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? 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
Provide administrative front office support for the College of Education Department of Mathematics, Science, and Social Studies Education (MSSE). Responsibilities will include the following tasks:
• Serve as the first point of contact for the office and maintain an atmosphere of service to students, faculty, staff and the general public; learn departments and floors in Aderhold to assist visitors
• Answer phones and assist callers with needs or reroutes to appropriate MSSE staff or faculty member
• Maintain organized workspace, including copy room
• Schedule meeting rooms and classrooms for MSSE related events
• Manage general office email account
• Maintain up-to-date listservs and manage email announcements to faculty, staff and students as requested
• Manage reception tasks such as appointments, reports, lists, letters, mail distribution, and other general administrative support duties as assigned
• Assist DH and BM and faculty with planning and implementing departmental events such as retreats, professional development activities and workshops, etc.
• Verify semester syllabi has been uploaded to UGA syllabus system by faculty
• Open office at the beginning of the day and close in the evenings
• Manage coverage of front desk when away or out of the office
• Maintain inventory of office supplies and order supplies as needed by initiating purchase orders in UGAmart and assign cart to BM for approval
• Create and maintain databases as requested by BM and DH
• Attend staff meetings and other meetings as assigned; take and distribute meeting notes as requested
• Other duties as assigned
Percentage of time 40 Duties/Responsibilities
Support Business And Accounting-related Tasks Such As
• Process travel-related paperwork and online forms; initiate check requests, travel expense statements and correspond with vendors; ensure that mileage tool is used and UGA travel policies are followed
• Process I-9’s for all new hires
• Assist with paperwork for visiting scholars; assist visiting scholars with obtaining ID cards, library access and office space
• Assist with gathering information for Faculty Appointment packages prior to deadlines
• Help with COE Scholarship application and award processing, and serve as first point of contact for student questions
• Attend training and development as needed to enhance skills related to assigned duties
Percentage of time 30 Duties/Responsibilities
Support Faculty Related Tasks Such As
• Assist new faculty with orientation to the department, college, and university by providing information and answering questions
• Support faculty with routine tasks related to teaching or research involving collecting forms, filing paperwork, or preparing materials
• Assist with communications and logistical arrangements for guest speakers, visiting alumni, prospective students, or other persons associated with departmental functions
• Other duties as assigned
Percentage of time 10 Duties/Responsibilities
Support Student Related Tasks Such As
• Serve as sectioning officer
• Clear students for registration as requested by faculty/staff
• Assist students and families with general questions during orientation and prospective student events
Percentage of time 10 Duties/Responsibilities
Manage the maintenance and improvement of the department’s physical space, which includes the following tasks:
• Serve as office liaison to COE Office of Information Technology and UGA EITS for departmental technology improvements
• Assist MSSE Department Safety Representative in Right To Know certificate compliance
• Serve as the MSSE phone representative
• Maintain MSSE key inventory and distribution
• Maintain MSSE equipment maintenance and improvement plans
• Manage yearly equipment inventory; surplus equipment and inventory as needed
• Place service calls for copiers, printers and other office equipment.
• Maintain monthly copier usage counts and report to BM
• Work with DH and BM and Facilities Management to coordinate physical office changes, including but not limited to furniture relocation, construction, etc.
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 Roger Hill Recruitment Contact Email rbhill@uga.edu Recruitment Contact Phone
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
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