S11100P
Working Title:
Administrative Specialist
Department:
Libraries-General Operations
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:
About the University Libraries: The UGA Libraries advance the University of Georgia’s mission by providing the best possible access to recorded knowledge, actively contributing to the success of students and faculty through teaching and research services provided in physical and virtual environments, exemplifying the University’s strategic priority to serve the people of Georgia and beyond, and upholding the University’s commitment to diversity and inclusion. A member of the Association of Research Libraries with 75 faculty librarians and archivists, 150 staff and nearly 200 student workers, the UGA Libraries receive more than three million visits per year on average and provide services at nine locations across the Athens campus, among them the Main Library, Miller Learning Center, McBay Science Library, Special Collections Libraries and Music, Art and Education branch libraries. The UGA Libraries offer nationally distinctive special collections related to Georgia’s history, politics, and public policy, and preserves one of the foremost media collections in public broadcasting. The UGA Libraries provide IT support for Georgia Library Learning Online (GALILEO), Georgia’s statewide virtual library initiative, and is home to the UGA Press and Georgia Review literary journal. Please visit libs.uga.edu for more information.
College/Unit/Department website:
libs.uga.edu
Posting Type:
External
Retirement Plan:
TRS
Employment Type:
Employee
Benefits Eligibility:
Benefits Eligible
Full/Part time:
Full Time
Additional Schedule Information:
M-F; 8:00 a.m. – 5:00 p.m.
Advertised Salary:
Minimum $39,000
Posting Date:
10/02/2023
Open until filled:
Yes
Proposed Starting Date:
11/13/2023
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 ([email protected]).
Classification Title:
Administrative Specialist / Coordinator
FLSA:
Non-Exempt
FTE:
1.00
Minimum Qualifications:
Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Position Summary:
The Administrative Specialist reports to the Assistant Director of Donor Relations and Executive Support, assisting with routine clerical and administrative functions such as drafting correspondence, scheduling appointments, taking meeting minutes, organizing events, and maintaining paper and electronic files. The Specialist provides administrative support for up to 3 Associate University Librarians. This support entails extensive calendar management, anticipation of needs, and coordination of various meetings and processes.
Knowledge, Skills, Abilities and/or Competencies:
Physical Demands:
Typical for office environment.
Is driving a responsibility of this position?:
No
Is this a Position of Trust?:
No
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):
No
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.
Duties/Responsibilities:
Serves as liaison and initial point of contact for the Associate University Librarians and Libraries Administration as a whole, by managing phone and email communications as well as managing the calendars of the AULs.
Percentage of time:
30
Duties/Responsibilities:
Provides support for library events, programs, and meetings by coordinating communication and availability, making room reservations, ordering refreshments, and taking meeting minutes. This may include but is not limited to Department Heads Group meetings, the Library Employee Appreciation Program, monthly departmental meetings, and events associated with faculty search interviews.
Percentage of time:
25
Duties/Responsibilities:
Plans, coordinates, and finalizes travel arrangements including registration, air travel, and hotel accommodations for the Associate University Librarians by completing relevant travel forms, providing itineraries, and submitting expense reimbursements.
Percentage of time:
10
Duties/Responsibilities:
Assists with the preparation and maintenance of various statistical reports, including the UGA Fact Book, Volumes Report, and Strategic Plan and Diversity & Inclusive Excellence Plan.
Percentage of time:
10
Duties/Responsibilities:
Manages filing systems, both electronic and hard-copy, to preserve communications, project details, and historical information related to the UGA Libraries by organizing and sharing documents as instructed. Serves as point person for office supplies and maintenance of the administrative conference room.
Percentage of time:
10
Duties/Responsibilities:
Provides administrative support to the Libraries Committee on Promotions by liaising between the committee on promotions and candidates for promotion, creating eLC courses, soliciting references for promotion candidates, and communicating with Libraries Administration and the Office of Faculty Affairs regarding promotions annually.
Percentage of time:
10
Duties/Responsibilities:
Maintains flexibility and awareness of changes and needs within the Finance and HR units of Libraries Administration by assuming similar duties and responsibilities as assigned by the Assistant Director of Donor Relations and Executive Support. May provide support for the University Librarian in the absence of the Assistant Director of Donor Relations and Executive Support.
Percentage of time:
5
Contact Details:
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name:
Sara Rountree Wright
Recruitment Contact Email:
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