Administrative Coordinator

Position Summary

The Administrative Coordinator is responsible for coordinating the administrative functions of the department. The role manages fiscal, logistical, faculty affairs, and all incoming inquiries into the department. This person also serves as the sole administrative and executive support for the Department Head and monitors all internal and external deadlines. The Coordinator is the principal point of contact and liaison with internal and external constituencies and provides initial and follow‑up information to the Department Head, which may be highly confidential.

They must be punctual, discreet, diplomatic, and confidential while maintaining a high level of positive service.

High school diploma or equivalent and 5 years of related experience.

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

• 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 arrangements, provide itineraries, and prepare expense reports 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.

• Review, create and implement departmental policies and procedures in accordance with UGA and the College of Public Health policies.
• Oversee and direct management of electronic and hard copy records kept in the department.
• Cover the front office: answer phone, send faxes, handle incoming and outgoing mail, UPS.
• Assist with scheduling of the departmental conference room(s) in Wright Hall.
• Purchase departmental supplies and maintain inventory.
• Act as the Departmental Telephone Representative and maintain the departmental phone directory and website.
• Maintain the list of departmental keys and distribution.
• Serve as Building Safety and Emergency Management Representative.
• Submit departmental work orders and monitor updates to amendments.
• Prepare and submit FMS, UGAmart, and FAME requests for all positions to the CPH Business Office. Create documents needed for new hires and initiate visa and residency issues for international visitors.
• Perform other duties as assigned.

Assist Department Head: 50%
Serve as Assistant to the Department Head: 30%
Oversee and Manage Day‑to‑Day

Activities:

20%

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, 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).

For questions concerning this position or recruitment progression, please refer to the recruitment contact listed below.
Recruitment Contact Name:
Jessica Smith
Recruitment Contact Email: jc.smith