Administrative Specialist

University of Georgia; Ohio; On-site; USD 40,000 - 56,000; Part time

Job summary

University of Georgia seeks an Administrative Specialist to provide critical administrative and operational support to the Graduate School’s Associate and Assistant Deans. Responsibilities include drafting communications, scheduling, responding to inquiries, and managing high-level processes and waivers.

The role interacts with graduate students, faculty, and administrators, requiring discretion, professionalism, and meticulous attention to procedures.

Qualifications

• High school diploma or equivalent and 2 years of related experience.
• Bachelor’s degree preferred; 2–3 years in academic/administrative roles encouraged.
• Experience with UGA software/systems preferred.

Responsibilities

• Manage workflows for subcommittees of the Graduate Council.
• Coordinate and organize meetings of the Appeals and Program committees.
• Coordinate with Registrar, Curriculum Systems, departments, and dean’s offices; update policies in Kuali.
• Support Graduate School events including Lunch and Learn; assist planning groups.
• Provide high-level administrative support to the Associate Dean, including drafting communications and calendar management.
• Manage the Regents Out of State Tuition waiver process: nominations, eligibility checks, waivers, and posting to accounts.
• Manage review and approval of new graduate courses in CAPA.
• Other duties as assigned.

Skills

Professionalism

Attention to detail

Time management

Education

Bachelor's degree

Tools

UGA software/systems

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: S15912P
Working Title: Administrative Specialist
Department: Grad Sch-Assoc Dean 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
Established in 1910, the University of Georgia Graduate School serves as the central administrative and academic unit for graduate education at the University of Georgia, overseeing more than 200 master’s, doctoral and specialist degree programs across the institution. In addition to providing administrative support for graduate admissions and degree completion, the Graduate School promotes initiatives related to student success and professional development and recognizes the contributions of graduate students to the research, teaching, and service missions of the university. College/Unit/Department website: grad.uga.edu

Posting Type: External Retirement Plan TRS
Employment Type: Employee Benefits Eligibility Benefits
Eligible: Full/Part time – Part Time

Work Schedule: Monday – Friday (8 am – 5 pm)
Additional Schedule Information: Monday – Friday (8 am – 5 pm)

Advertised Salary: Commensurate with Experience
Posting Date: 10/16/2026
Open until filled: Yes
Closing Date: Proposed Starting Date 11/16/2026

Special Instructions to Applicants

Please provide a list of three references with their contact information.

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, colour, 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

• Completion of bachelor’s degree preferred.
• 2-3 years of experience at UGA in academic and/or administrative units preferred.
• UGA related software/systems preferred.

Position Summary

The position provides critical administrative and operational support to the Associate and Assistant Dean of the Graduate School. In addition to general support of those offices, including drafting communications, scheduling meetings and events, and responding to student and faculty inquiries, the person in this position independently manages a wide range of processes and high-level responsibilities. The incumbent is responsible for the Regents Out of State Tuition waiver process, the process to appeal certain Graduate School and program-level decisions, and for new program proposals. This position interacts with graduate students, faculty, and administrators and exercises the highest levels of discretion and judgement.

Knowledge, Skills, Abilities and/or Competencies

• High level of professionalism and ability to interact effectively with audiences and team members of varying backgrounds.
• Precise attention to detail and ability to follow procedures meticulously.
• Strong time management and organizational skills.

Physical Demands

Sitting for long periods of time.

Other Information

Is driving a responsibility of this position? No
Is this a Position of Trust? No
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)? 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 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

Manage workflows for subcommittees of the Graduate Council. Percentage of time: 20%

Coordinate and organize meetings of the Appeals and Program committees. Communicate with appellants and units. Schedule guest attendance. Percentage of time: 20%

Coordinate with other University offices such as Registrar / Curriculum Systems, departments, school and college dean’s offices. Address questions about policies and procedures relevant to graduate education. Keep all policies updated in Kuali. Percentage of time: 20%

Support Graduate School events by handling all organization and registration for the Lunch and Learn series and by supporting the activities of the Graduate School Planning Group. Percentage of time: 15%

Provide high-level administrative support for the Associate Dean, including drafting correspondence; managing calendar, emails, phone calls, and expense processing; compiling data or conducting research on programs or comparator institutions; assist with preparation for both internal and external meetings. Percentage of time: 15%

Manage the Regents Out of State Tuition waiver process. This includes drafting and distributing the call for nominations, communicating with departments, verifying eligibility by tracking student hours and grades, granting waivers, and adding waivers to student accounts. Percentage of time: 15%

Manage review and approval of new graduate courses in CAPA. Percentage of time: 10%

Other duties as assigned. Percentage of time: 5%

Contact Information

Recruitment Contact Name: Meredith Welch-Devine
Recruitment Contact Email: [e-mail]
Recruitment Contact Phone:

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References with Contact Information

Optional Documents