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ADMINISTRATIVE SPECIALIST II

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Posting Details

Posting Details

Posting Number S00779P
Working Title ADMINISTRATIVE SPECIALIST II
Department SCHOOL OF LAW
About the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education (http://www.uga.edu/). 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 was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 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
College/Unit/Department website www.uga.edu
Posting Type External
Retirement Plan TRS
Employment Type UGA Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Work Schedule (other)

Monday-Friday 8-5

Advertised Salary Commensurate with experience
Posting Date 03/27/2018
Open until filled Yes
Closing Date
Proposed Starting Date 04/19/2018
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.

Position Information

Classification Title ADMINISTRATIVE SPECIALIST II
Pay Grade 063
FLSA Non-Exempt
Job Family Administrative
FTE 100
Minimum Qualifications

Bachelor’s degree and two (2) years related management experience; OR six (6) years related management experience; OR equivalent combination of experience, training and/or education.

Preferred Qualifications
Position Summary

The successful applicant will serve as the Administrative Assistant to the Director of Global Practice Preparation at the Dean Rusk International Law Center, a unit of the University of Georgia School of Law. This individual will assist in the management and operations of the Center, an office suite consisting of about a dozen rooms, and also will assist as needed with the planning and execution of the Center’s programs, under the immediate supervision of the Center’s Director of Global Practice Preparation and the ultimate supervision of the Law School’s Associate Director for International Programs & Strategic Initiatives.

Knowledge, Skills, Abilities and/or Competencies

The successful candidate will be an active, self-initiating, quick learner; the kind of person who asks upon completion of an assignment: “What can I do next?”. This individual should be eager to contribute to the success of the Center, able to interact with and staff a diverse array of individuals (students and scholars from the United States and abroad, distinguished visitors, faculty and staff, policymakers, potential or actual donors), and both able and willing to adapt as needed. A successful candidate will have excellent organizational skills and enjoy creating and implementing systems to effectively manage complex information.

Excellent interpersonal, time-management, and communications skills required.

Must be proficient in all Microsoft Office programs (especially Excel).

Must be able to handle confidential information with integrity.

Demonstrated ability to implement events and other initiatives, from the planning through to the reimbursement and thank-you note stages.

Physical Demands

Ability to sit at a computer for prolonged periods.
Ability to run errands as needed.
Ability to lift or move up to 30 pounds as needed.

Is driving required to perform essential duties outlined in this position? (This does not include infrequent trips) The successful candidate would have to provide proof that s/he has a valid driver's license when offered employment. No
Does this position have financial responsibilities? Yes
Does this position require a P-Card?
Is having a P-Card an essential function of this position? No
Credit and P-Card policy

Duties/Responsibilities

Duties/Responsibilities

Support of the Global Practice Preparation portfolio.
Assist in providing administrative support for all initiatives within the Global Practice Preparation portfolio (including study abroad, Global Externships, counseling of students, processing of professional development and other fellowships, events planning and implementation). Under the supervision of the Director and in support of the Associate Director, this generally entails:

-Assist in organizing Center events, including conferences, lectures, trainings, recruitment, faculty exchanges, hosting of visiting scholars and other dignitaries. This includes, inter alia:
• Managing correspondence with invited speakers, alumni/ae, and other external stakeholders; making travel arrangements; communicating important logistical information and instructions for reimbursement and other processes; drafting and mailing invitation, logistics, thank you and other letters to speakers; preparing welcome packets for guests; liaising with the State Bar of Georgia to ensure CLE credit will be available if needed.
• Identifying vendors and soliciting bids, making recommendations to the Associate Director for Global Practice Preparation and/or the Center’s Director about vendor choices; ensuring contracts are ushered through the procurement department; coordinating with vendors leading up to, during, and after events;
• Managing event logistics, including room reservations, coordinating student workers and volunteers, handling all set-up and clean-up for events, and other related duties required to ensure events are executed with a high level of professionalism.
• Event media, including making flyers and ensuring proper distribution, taking photographs during events and subsequently conducting outreach via social media and traditional publicity means; other related duties.

-Assist in making necessary arrangements, in conjunction with Center staff, Faculty Director(s), Law School staff, and the University’s Office of International Education, for study abroad and internship abroad programs. This includes: tracking applications; drafting and sending admission and rejection letters; maintaining contact with students while they are abroad; researching study abroad site visits and making scheduling recommendations; making individual and group travel arrangements and ensuring that appropriate payments are made; collating final reports and surveys; and other related duties.

-Research and recommend budgets for events and other Center activities; track all expenses as they are incurred according to Center procedures; process check requests, purchase orders, and other financial needs for all accounts related to the Global Practice Preparation portfolio and, as needed, to the work of the Center Director and Faculty Co-Directors.

-Collaborate as needed with the Bursar’s office, the Office of International Education, the Law School Registrar’s Office, and with appropriate Center staff, Faculty Director(s), and other external stakeholders in order to assure full reporting on and proper management and implementation of these programs.

Percentage of time 80
Duties/Responsibilities

Center-wide duties.
-Supervise Center student workers in the execution of their duties and manage the flow of assignments coming from Center staffers to student workers. Plan and lead an orientation for student workers each semester.
-Perform reception-area duties (greeting and assisting visitors, answering Center phone, etc.)
-Assist with center correspondence and communications (via print and online means), to include, as appropriate: drafting, word processing, proof reading, and mailing.
-Assist with development and stewardship of Center partnerships.
-Assist supervisors in discharging their obligations, including calendar, travel, research, and communications.
-Organize meetings, make room reservations, and maintain the Center’s master and other calendars.
-Prepare leave records, travel authorization requests, and post-travel reimbursements.
-Maintain and track the inventory of necessary equipment and supplies; reorder items as needed.
-Monitor and maintain the cleanliness and good order of the Center’s physical facility.

Percentage of time 20

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume/CV
  2. Cover Letter
Optional Documents