Administrative Specialist

University of Georgia; Athens, Northern (GA, KY); On-site; USD 42,000 - 52,000; Full time

Job summary

University of Georgia in Athens, GA seeks an Administrative Specialist to provide executive-level support to the Physics and Astronomy leadership. You will manage calendars, communications, travel logistics, and high-visibility materials while coordinating with internal and external partners.

This full-time role requires discretion, organizational acumen, and the ability to juggle multiple priorities in a fast-paced academic environment.

Qualifications

• High school diploma or equivalent and 2 years of related experience.
• Experience providing executive-level support and managing calendars.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide executive level support to the Department Head and Senior Associate Department Head.
• Assist with scheduling and communications for department leadership.
• Coordinate complex domestic and international travel logistics.
• Support preparation of high-visibility presentations, reports, and briefing materials.
• Serve as the primary contact for visiting scholars and external collaborators.

Skills

Executive support

Calendar management

Travel coordination

Interpersonal skills

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Administrative Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Posting Details

Posting Number S15189P

Working Title Administrative Specialist

Department Franklin-Physics & Astronomy

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 Franklin College of Arts and Sciences is the heart of the University of Georgia’s learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units. College/Unit/Department website https://www.physast.uga.edu/

Posting Type External Retirement Plan TRS

Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time

Work Schedule Additional Schedule Information M-F, 8am-5pm

Advertised Salary Commensurate with experience

Posting Date 08/07/2026 Open until filled Yes

Closing Date Proposed Starting Date 10/01/2026 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 ([e-mail]).

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 Administrative Assistant II FLSA Non-Exempt FTE 1.0 Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Preferred Qualifications Position Summary This position provides executive-level support and is responsible for efficient and effective management of the offices in the Department of Physics and Astronomy. Administrative duties include managing the Department Head’s and the Senior Associate Head’s correspondence and calendars, serving as a liaison with internal and external constituents, anticipating and addressing needs of the Department and Senior Associate Heads by using independent judgment. Responsibilities involve handling information that is sensitive, high-profile, and confidential in nature. Activities and decisions are highly complex and involve significant independent action and judgment while adhering to institutional policies.

• Excellent interpersonal, written, and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy with conflict resolution, and flexibility to promote positive working relationships and job effectiveness.
• Substantially developed interpersonal, teamwork, and leadership skills to successfully work with diverse groups in an academic environment.
• Demonstrated ability to coordinate and manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines.
• Ability to act independently and exercise sound judgment with sensitivity to identify matters that include higher-level management consultation.
• Knowledge of Microsoft Office Suite and ability to learn relevant UGA financial and management systems.
• Strong problem-solving skills; ability to be a creative thinker and a self-starter.
• Ability to quickly learn and have a solid knowledge of complex procedures and systems to produce reports using a variety of digital tools.
• Experience providing executive-level support to senior leaders with significant national visibility, including managing high-volume external correspondence, coordinating engagements with federal agencies and professional organizations, and handling sensitive information with the highest degree of discretion and professionalism.
• Ability to work effectively in a fast-paced environment with competing priorities, proactively anticipating the needs of senior leadership, and exercising independent judgment to manage time-sensitive matters without direct supervision.

Physical Demands Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.

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

• Provide executive level support to the Department Head and Senior Associate Department Head.
• Assist Department Heads with scheduling and communications.
• Assist with gathering documents for faculty annual evaluations and promotions.
• Serve as the principal point of contact between the Department, and Franklin College and other administrative units.
• Manage complex domestic and international travel logistics for the Department Head, including itinerary coordination, visa documentation, and expense reconciliation.
• Coordinate the Department Head’s participation in national advisory committees, professional society leadership, and federal agency engagements.
• Support preparation of high-visibility presentations, reports, and briefing materials.
• Serve as the primary point of contact for visiting scholars, seminar speakers, and external collaborators, coordinating scheduling, hosting logistics, and honoraria processing.

Percentage of time 30

• Supervise 2 work study students each semester.
• Time Approver for student workers.
• Assist Faculty with any questions and appropriate tasks.
• General office duties and other tasks as assigned by the Department Head.

Percentage of time 20

• Responsible for new faculty hires.
• Assist search committees with scheduling, logistics, and communications.
• Liaison with Franklin College Business Office regarding new hires and renewals.
• Assist with offer letters, renewal letters, and visa letters, etc.
• Serve as Physics and Astronomy local website administrator and work with Faculty Website committee.
• Submit termination requests to FCBO for processing.

Percentage of time 20

• Work with FAME , GAIL , Scholarship Universe, and other campus systems.
• Submit scholarships into the scholarship system.
• Perform purchasing through UGAMart.
• Responsible for being the department asset management representative for inventory and telephone services representative for communication systems.
• This position will serve as the point person for financial matters with the Franklin Business Office.

Percentage of time 10

• Work with FAME , GAIL , Scholarship Universe, and other campus systems.
• Submit scholarships into the scholarship system.
• Perform purchasing through UGAMart.
• Responsible for being the department asset management representative for inventory and telephone services representative for communication systems.
• This position will serve as the point person for financial matters with the Franklin Business Office.

Percentage of time 10

• Coordinate department workshops, events, and meetings, including but not limited to scheduling, hotel and meeting room reservations, event snack and meal ordering, participant reimbursements, registration and fee collection, and coordinate with the Franklin Business Office.
• Supervise other staff and students during such events.

Percentage of time 5

• Coordinate alumni relations with the Franklin Development Office and Department faculty.
• Keep listservs of alumni and other groups updated.
• Assist work study student with preparation of annual Department newsletter.

Percentage of time 5

Contact Information

Recruitment Contact Name Dr. Phillip Stancil

Recruitment Contact Email [e-mail]

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents