Administrative Specialist

Position: ADMINISTRATIVE SPECIALIST

Posting Number: S14134P

Working Title:

Administrative Specialist

Department: VPR-Willson Ctr Humanit & Arts

Overview

The Administrative Specialist is a valued member of the Willson Center team, a responsible administrative position involving delivery of day-to-day operations, initiatives, and programs. The position involves complex and general duties and the ability to work in concert with the Director, Associate Director, Communications Director and extended campus coordinators to oversee all operations. It also requires excellent personal skills and a willingness to collaborate with and help faculty and graduate students.

The individual provides administrative and project support to the Director and assists with budget processes.

Minimum Qualifications

High school diploma or equivalent

Preferred Qualifications

• Possess knowledge of UGA policies, procedures, and systems, such as One Source, FAME, GAIL, eLC, Outlook calendar, Microsoft Office, and Zoom.
• Experience with event management or programming.

Duties/Responsibilities

Willson Center for Humanities and Arts Director’s Assistant

• Provide administrative and project support to the Director of the Willson Center.
• Schedule meetings in person and on zoom, secure space and technology needs, prepare meeting materials, agendas, and minutes.
• Update the Director’s interactions in GAIL.
• Schedule meetings with undergrad and grad students as needed.
• Processing reimbursement and payments from entertainment funds.

Willson Center Office Support

• Support the Associate Director with processing payments and transfers in One Source and FAME.
• Assist with monitoring and reporting of the Willson Center budget.
• Schedule the Felson Writing Group library space and order catering monthly.
• Assist with event coordination as needed.
• Schedule and communicate duties with any student workers.

Event Support

• Collaborate on Willson Center events including but not limited to those during UGA Spotlight on the Arts in November, Global Georgia, and Humanities Festival events hosted by the Humanities Council every March.
• Duties include scheduling, planning and other tasks related to soliciting quotes, securing catering, securing approvals, book sales, room reservations, guest speaker travel, preparing payment requests, coordinating logistics, and collaborating with departments and other units to support events.

UGA Humanities Council Administrative Support

• In collaboration with other Humanities Council members, provide administrative support for meetings and events, including but not limited to meeting minutes, listserv communication, agenda preparation, coordination of visiting speakers, booking meeting and event space.

Other

• Attend training and development sessions regarding UGA policies and procedures.
• Perform other duties as assigned by the Director.

Knowledge, Skills, Abilities and/or Competencies

• Demonstrated ability to gather information, develop and implement strategic and tactical plans to efficiently support project planning, development and implementation.
• Demonstrated ability to resolve complex short- and long-term problems collaboratively.
• Demonstrated ability to promote and maintain good interpersonal relationships, proficiency in team building, conflict resolution, effective communication, and group interaction.
• Demonstrated ability to provide excellent customer service to faculty, students, and community supporters.

Physical Demands

Sitting for long periods. Lifting up to 20 pounds.

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)

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…