Administrative Specialist II to Associate Dean Student Affairs

Position Summary

The Administrative Specialist II to the Associate Dean for Student Affairs provides high-level administrative, operational, and project coordination support to the Associate Dean and serves as a central administrative resource for the Office of Student Affairs (OSA) at the University of Georgia School of Medicine. This position is responsible for managing complex scheduling, coordinating cross‑functional activities, supporting medical student needs, and assisting with departmental programs, projects and initiatives.

The position requires a high level of professionalism, discretion, organizational skills, and the ability to work collaboratively across academic, clinical, and administrative units to advance student success.

• High school diploma or equivalent and 2 years of related experience

• Bachelor’s degree OR an equivalent combination of professional experience.
• Demonstrated experience supporting faculty, staff, and students in an academic setting, preferably in higher education.
• Knowledge of FERPA and university policies are preferred.

• Strong organizational and time‑management skills, with the ability to manage complex calendars and competing priorities.
• Excellent written and verbal communication skills, including drafting professional correspondence and interacting effectively with diverse populations.
• Interpersonal skills to provide courteous, empathetic, and service‑oriented support to medical students, faculty, and staff.
• Coordination and project management skills to support departmental initiatives, events, and cross‑functional activities.
• Attention to detail and accuracy in preparing documents, maintaining records, and handling confidential information.
• Problem‑solving skills to anticipate needs, identify issues, and recommend or implement solutions. Proficiency in using office technology, scheduling tools, and data tracking systems to improve efficiency.
• Ability to prioritize tasks, meet deadlines, and adapt to changing priorities with minimal supervision.
• Ability to collaborate across departments, professional disciplines, and organizational levels.
• Proficiency in using Microsoft Office technology, scheduling tools, and data tracking systems to improve efficiency.
• Knowledge of FERPA, privacy standards, and confidentiality requirements related to student records and sensitive information.

Standard office environment with majority of work at a desk/computer.

• Provide high-level administrative support to the Associate Dean of Student Affairs, ensuring efficient daily operations, effective prioritization, and responsive support in a complex academic medical environment.
• Prepare and maintain correspondence, reports, presentations, and meeting materials; draft communications as needed.
• Serve as a central point of contact for the Office of Student Affairs (OSA), responding to inquiries from students, faculty, staff, and external stakeholders with professionalism, discretion, and a student‑centered approach.
• Manage complex calendars, schedule meetings, prioritize requests, and coordinate logistics involving multiple stakeholders.
• Reserve space for Office of Student Affairs needs.
• Prepare agendas, briefing materials, itineraries, correspondence, reports, and follow‑up documentation.
• Coordinate travel arrangements and process reimbursements in compliance with university policy. Ensure smooth daily operations while maintaining confidentiality and high professionalism.
• Support committees and working groups related to student affairs by coordinating meetings, preparing agendas and minutes, and tracking action items.
• Handle sensitive information related to student records, academic progress, and personal matters in compliance with FERPA, institutional policies, and ethical standards.

• Manage departmental projects and special initiatives by tracking timelines, coordinating stakeholders, monitoring progress, and maintaining documentation.
• Assist with…