Administrative Specialist - Georgia Cooperative Fish & Wildlife Research Unit - University of Georgia : Job Details

Position Information

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.

Preferred Qualifications Position Summary

The Administrative Specialist assists the Leader of the Georgia Cooperative Fish and Wildlife Research Unit with managing administrative functions that include day-to-day operations, logistical planning, compliance procedures, and numerous record-keeping and reporting expectations for both Federal and State entities. Duties broadly range from managing offices and equipment to fiscal and human resources of the Unit. In addition to operational support, the position involves accounting responsibilities, including budgeting and expense reports, for multiple projects and agreements.

Knowledge, Skills, Abilities and/or Competencies

* Experience working as an executive assistant or with UGA fiscal and property systems.

* Excellent communication and interpersonal skills.

* Strong organizational and analytical skills.

* Knowledge of basic financial accounting procedures and budget keeping.

* Proficiency in Microsoft Office programs and knowledge of Adobe programs.

* Ability to manage confidential information with discretion.

* Ability to work independently and as a member of a high-performing team.

* Be reliable, punctual, and able to work within deadlines.

* Flexibility and willingness to take on new duties as needed.

Physical Demands

* Light office work.

* Sitting and/or standing for long periods of time.

* Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes 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

Assist with Unit Administration

* Prepare necessary documents and ensure satisfactory administration of contracts, grants and agreements.

* Maintain Unit office filing system and records for projects as well as for Federal and University employees, including laboratory and other training & safety records (incl. volunteer forms) for Unit personnel.

* Assist with routine Federal and University inventory reviews and purchasing of supplies.

* Maintain vehicle records and complete monthly vehicle utilization reports.

* Assist with onboarding and departures of students and staff.

* Assist with audits or inspections.

* Keep office postings and notifications up to date.

Percentage of time 30 Duties/Responsibilities

Manage Unit Finances

* Supervise all accounting functions for the Unit including the development of monthly, semi-annual and annual financial reports on both State and Federal level.

* Reconcile monthly account balances on both State and Federal level, and assist Unit faculty in regard to budgetary concerns for contracts and grants.

* Maintain budget projections for Unit contracts and grants.

* Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters and Contracting Office, UGA Sponsored Programs Department and UGA Contracts and Grants Department.

* Assist Principal Investigators with grant budgets, Federal bank card statements, and expenditures for multiple projects, ensuring compliance with State and Federal processes, standards, or regulations.

Percentage of time 30 Duties/Responsibilities

Assist with Unit Operations

* Work as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.

* Assist with planning and delivery of Unit's annual coordinating committee meeting.

* Produce Unit's annual report.

* Help coordinate travel and reimbursement for Unit personnel or guests.

* Prepare leave requests.

* Oversee scheduling of Unit resources and facilities.

* Stock and organize office supplies and equipment.

* Assist with daily operations of the Unit.

Percentage of time 25 Duties/Responsibilities

Support Unit's Program of Research, Education, and Technical Assistance

* Occasionally review proposals, reports, or training materials for clarity and consistency.

* Confirm use of biological and geographical names in documents.

* Assist with basic monthly vehicle upkeep as well as scheduling and obtaining vehicle and boat maintenance.

* Assist with logistics and preparations for meetings associated with Unit projects or provided trainings.

Percentage of time 10 Duties/Responsibilities

Other Duties

* Other duties as assigned.

* Handle tasks and communications in a timely manner and with accuracy.

* Help maintain a supportive collegiate environment.

Percentage of time 5

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 Brian Irwin Recruitment Contact Email [email protected] Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* * Do you have a valid Driver's license?

* YES

* NO

Applicant Documents

Required Documents

Optional Documents

* Resume/CV

* Cover Letter

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR ([email protected]).

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.