Administrative Specialist - Fiscal-Admin Office
Georgia 4-H
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Benefits offered by this job
Job summary
University of Georgia in Athens is seeking an Administrative Specialist in the Fiscal-Admin Office to support invoices, reporting, and day-to-day administrative tasks.
The role handles payments, conference room reservations, key control, purchasing, mail, and reception duties, with emphasis on accuracy and customer service. The position requires a high school diploma and proficiency with Windows and financial systems such as OneSource; P-Card usage is part of the role.
Qualifications
- High school diploma or equivalent required.
- Strong organizational and communication abilities.
- Experience with Windows, spreadsheets, email, and internet.
- Working knowledge of OneSource Financials and related reporting.
Responsibilities
- Invoice processing for Warnell and recording expenditures in a database; monthly reporting.
- Primary contact for reserving conference rooms and event spaces; handles reservations, invoicing and payments.
- Access control liaison: maintains keys and records, deposits handling, and refunds.
- Purchasing and maintaining office supplies using UGAMart and P-Card; serves as purchasing agent.
- Answers main Warnell phone line; closes the building daily; handles mail and shipments; pays invoices.
Skills
Education
Tools
Job description
S15918P
Administrative Specialist - Fiscal-Admin Office
Warnell-Sch Forestry & Nat Res
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.
External
TRS
Employee
Benefits Eligible
Full Time
M-F, 8:00 am – 5:00 pm
Commensurate with Experience
10/21/2026
Yes
12/01/2026
Athens Area
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 hrweb@uga.edu.
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.
Administrative Assistant I
Non-Exempt
1.00
High school diploma or equivalent
The position provides Administrative and Fiscal support performing a variety of administrative and accounting functions and others as and when assigned. The incumbent will organize duties and responsibilities to ensure tasks are completed in a timely fashion. This position involves use of P-Card.
Considerable knowledge of office administration and procedures. Excellent organizational and communication skills. Working experience in Windows environment including spreadsheets, word processing, e-mail, and the internet. Working knowledge of OneSource Financials and UGA Foundation Fame Check Request and Reporting System. Ability to demonstrate a high level of customer service attitude for serving a wide variety of clientele of faculty, staff, students, and external entities by developing and maintaining effective working relationship with everyone.
Sitting at desk for extended periods of time. Lifting up to 20-30 pounds.
No
Yes
Yes
Yes
No
No
No
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.
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.
Invoice processing for Warnell (via OneSource Payment Requests/GL Journals), UGA Foundation Accounting: Processing payments of invoices and reimbursements from the Warnell School’s UGA Foundation accounts. Recording all foundation expenditures / revenues in an Access database and preparing monthly reports
30
Primary contact for reserving conference rooms / lobbies, Flinchum’s Phoenix (Warnell event space) representative, Facilitates reservations, invoicing, and payments for reservations. Schedules security via UGA Police Department
20
Access Control Liaison – maintaining records of all keys active at Warnell, Distribution of keys and maintenance of records, Taking deposits, Issuing deposit refunds (via OneSource payment requests), Maintenance of auditable electronic filing system for all incoming deposits
15
Purchasing and maintaining all Warnell office supplies using UGAMart and P-Card, Acts as purchasing agent for Warnell faculty and staff, including working as Warnell Xerox contact and maintaining supplies/maintenance for 3 machines, and other office equipment
15
Answers main Warnell phone line, Responsible for closing building at end of day, Distribution of USPS and campus mail, Process UPS/FedEx shipments, Creating shipments and paying invoices with OneSource payment requests 10% – Other duties as assigned to ensure smooth functioning of the Warnell Administrative and Fiscal Offices
10
Other duties as assigned to ensure smooth functioning of the Warnell Administrative and Fiscal Offices
10
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Mary Kate Rubin
mkrubin@uga.edu
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