Administrative Coordinator

University of Georgia

retirement plan

United States, Georgia, Athens

Apr 29, 2025

Posting Details

Posting Number	S13531P
Working Title	Administrative Coordinator
Department	Public Health-Epidem & Biostat
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 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.
About the College/Unit/Department	https://publichealth.uga.edu/
College/Unit/Department website	https://publichealth.uga.edu/departments/epidemiology-biostatistics/
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday 8AM-5PM
Advertised Salary	$42,000-$49,000
Posting Date	04/29/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	05/25/2025
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected 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 Qualifications
Position Summary	The Administrative Coordinator is responsible for coordinating the administrative functions of the department. The Administrative Coordinator is responsible for the management of a variety of areas including fiscal, logistical, faculty affairs and all incoming inquiries into the department. This person also serves as the sole administrative and executive support person for the Department Head as well as monitoring all internal and external deadlines. The Administrative Coordinator serves as the principal point of administrative contact and liaison with internal and external constituencies and general business administration. The Administrative Coordinator provides initial and follow-up information to the department head, which may be of a highly confidential nature. As the initial point of contact for a wide variety of constituents, including students, faculty, alumni and departmental visitors, members of the university administration and others, the Administrative Coordinator will be punctual, discreet, diplomatic and confidential while maintaining a high level of positive service. Major duties include managing the affairs of the Department and the Department Head's schedule; managing office and faculty records; serving as the initial point of contact with the office and preparing an array of documents for the Department Head, including hiring and contract renewals, meeting materials such as agendas, minutes and supporting material. The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.).
Knowledge, Skills, Abilities and/or Competencies	Possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, and UGA Financial Management System) and the standard office software (Word, Excel, etc.). Strong communication and interpersonal skills are essential, as is a passion for excellence and a positive demeanor, as the Administrative Coordinator represents the department as its initial point of contact. Understanding and commitment to teamwork and collaborative culture.
Physical Demands	Standard for a typical office environment.
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

Assist Department Head with Administration of Academic/Faculty Affairs:

Assist in organizing faculty recruiting visits.
Arrange visits for invited researchers and guests including preparing itinerary, scheduling the lecture/presentations, preparing flyers and distribution to all relevant stakeholders.
Liaison between the department, CPH HR Director, Payroll Manager and Business Manager in reference to new hires, payroll and financial transactions.
Staff support for promotion and tenure materials; Provide information to Department regarding policies related to faculty affairs (dossiers, nominations, committees).
Maintain internal administrative deadlines for academic, staff and student personnel actions.
Coordinate faculty elections and appointments to department and university committees; keep records of departmental faculty serving on committees.
Schedule faculty meetings, prepare agenda, take meeting minutes.
Maintain permanent records for Faculty Activity Reports, promotion and tenure, faculty meetings, standing committee meetings.
Primary administrative staff support for accreditation/program review.

Percentage of time

Duties/Responsibilities

Serve as the Assistant to the Department Head:

Act as liaison and initial point of contact for the department head, extensive contact with faculty, staff and UGA administration and external constituencies.
Manage the department head's travel; complete UGA travel request forms, set up travel arrangements, provide travel itineraries, prepare travel expense reports for Department Head for reimbursements.
Compile and maintain efficient flow of correspondence, reports, requests and draft letters as the Department Head's representative.
Coordinate meals, events and meetings hosted by the Department Head.
Assist with planning of faculty/staff events supported by the department.
Attend meetings and serve as a representative of the department at events.
Work closely with the Department Head, Faculty, HR Director, CPH Financial Staff and other UGA internal and external constituencies.

Percentage of time

Duties/Responsibilities

Oversee and Manage the Day-to-Day Activities of the Department:

Review, create and implement departmental policies/procedures in accordance with UGA and the College of Public Health policies and procedures.
Oversee and direct management of electronic and hard copy records kept in the Department.
Cover the front office; answer phone, send faxes, handle in/out-going mail, UPS.
Assist with scheduling of the departmental conference room(s) in Wright Hall.
Purchase of departmental supplies.
Departmental Telephone Representative.
Maintain departmental inventory.
Maintain list of departmental keys and distribution.
Building Safety and Emergency Management Representative.
Submission of departmental work orders.
Monitor and provide updates/revisions to departmental phone directory and website.
Prepare and submit FMS, UGAmart, and FAME requests for all position levels to be submitted to CPH Business Office.
Create documents needed for new hires.
Initiate documents related to visas and residency issues for international visitors, faculty, staff and students.
Other duties as assigned.

Percentage of time