What are the responsibilities and job description for the Administrative Specialist II position at University of Georgia?

Posting Details

Posting Number	S15005P
Working Title	Administrative Specialist II
Department	President's Office
About the University of Georgia	Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 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 established School of Medicine.
About the College/Unit/Department
College/Unit/Department website
Posting Type	Internal (PEP)
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	8:00 am - 5:00 pm, Monday - Friday
Advertised Salary	$60,000
Posting Date	04/16/2026
Open until filled	No
Closing Date	04/22/2026
Proposed Starting Date	06/01/2026
Special Instructions to Applicants	Please note that only current UGA employees are being considered for this position.
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 25 institutions of higher education and learning, as well 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 08.02.18.01.02. Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title	Executive Assistant II
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Bachelor's degree or equivalent plus 2 years of related experience
Preferred Qualifications
Position Summary	This position serves as an Administrative Specialist II in the Office of the President at the University of Georgia and reports directly to the Chief of Staff and the Assistant to the President. The role requires a high level of confidentiality and provides essential administrative support to ensure the effective and efficient office operations. Key responsibilities include assisting with correspondence and other written documents; coordinating and maintaining complex calendars; organizing and maintaining filing systems; and providing back-up administrative support within the office. This position plays a vital role in supporting the daily operations of the Chief of Staff and Assistant to the President while maintaining professional and effective interactions with colleagues, supervisors, students, faculty, staff, and external constituents. This individual in this role is expected to demonstrate consistent cooperativeness, courtesy, professionalism, and tact in carrying out all job responsibilities.
Knowledge, Skills, Abilities and/or Competencies	Competent in computer applications, such as Microsoft Office (Word, Excel, PowerPoint, Outlook, and Access) Adobe Acrobat, GAIL, and President's Office Database Suitable written and oral communication skills Strong organizational skills with the ability to manage multiple projects simultaneously without close supervision Ability to use discretion with confidential information
Physical Demands	File and copy; work at a desk for long periods of time; transport and set up food, displays, and materials for events.
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?	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)	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

Scheduling and Calendar Management

Maintaining calendars for the Chief of Staff and an Assistant to the President: accurately scheduling, updating, and removing appointments
Serving as the primary point of contact for all persons (internal and external) seeking to schedule meetings and events
Preparing for meetings-distributing agendas, ordering food and beverages, reserving rooms, and providing pertinent materials in advance; and planning and coordinating all logistics associated with travel (campus, local, domestic, and international).
Provide back-up support to the Executive Assistant (III) to the President.

Percentage of time

Duties/Responsibilities

Project Management and Documentation

Managing action files on annual and one-time projects led by the Chief of Staff and Assistant to the President.
Coordinating correspondence for the Chief of Staff and Assistant to the President: drafting, preparing, proofreading and distributing correspondence
Maintaining appropriate document and correspondence files;
Disseminating outgoing mail in a timely manner and logging correspondence for tracking purposes.
Managing workflow for the Chief of Staff and Assistant to the President: sorting incoming documents (mail, meeting materials, drafts, etc.) into appropriate folders for review
Bringing documents requiring expediting to their attention and monitoring the status.

Percentage of time

Duties/Responsibilities

Correspondence Processing and Distribution

Scanning, processing, and mailing letters and other written documents generated internally and by other departments
Maintaining and updating the correspondence log
Generating and updating mailing lists in GAIL for most Office of the President mass mailings
Working with Alumni Relations to secure delegates for inaugurations and coordinating inaugural documents
Formatting and coordinating framing of presidential proclamations

Percentage of time

Duties/Responsibilities

Other Administrative Support

Receive all incoming calls and place outgoing calls for the Chief of Staff and Assistant to the President as requested. Greet and assist visitors to the Office of the President.
Order flowers and plants as expressions of sympathy from the President when needed.
Participate in scheduled office meetings and staff development opportunities.
Provide backup support to staff in the Office of the President.
Other duties as assigned in line with this job description.

Percentage of time

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, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Salary : $60,000

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