Administrative Specialist - Fiscal-Admin Office

University of Georgia; Athens (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

The University of Georgia in Athens seeks an Administrative Specialist for the Fiscal-Admin Office. This position provides administrative and fiscal support, handling invoices, payments, and monthly reporting to support Warnell School operations.

The ideal candidate has a high school diploma and strong organizational skills, proficiency with Windows, OneSource Financials, and reporting systems, and a commitment to customer service across diverse campus stakeholders.

Qualifications

• High school diploma or equivalent required.
• Experience with office administration and accounting support is preferred.
• Strong organizational and communication skills are essential.

Responsibilities

• Invoice processing for Warnell and UGA Foundation accounts; maintain records.
• Reserve conference rooms and event spaces; manage invoicing and payments.
• Maintain access records for keys; deposit handling and filing.

Skills

Office administration

Organizational skills

Customer service

Windows environment

OneSource Financials

Education

High school diploma or equivalent

Tools

UGA Foundation Fame Check Reporting System

OneSource Financials

UGAMart

Job description

Administrative Specialist - Fiscal-Admin Office

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 S15918P
• Working Title Administrative Specialist - Fiscal-Admin Office
• Department Warnell-Sch Forestry & Nat Res
• 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 College/Unit/Department website
• 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, 8:00 am – 5:00 pm
• Advertised Salary Commensurate with Experience
• Posting Date 10/21/2026
• Open until filled Yes
• Closing Date Proposed Starting Date 12/01/2026
• 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 I FLSA Non-Exempt FTE 1.00

Minimum Qualifications

High school diploma or equivalent

Preferred Qualifications

Position Summary 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.

Knowledge, Skills, Abilities and/or Competencies

• 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.

Physical Demands

• Sitting at desk for extended periods of time.
• Lifting up to 20-30 pounds.

Additional Information

• 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? Yes
• Does this position require a P-Card? Yes
• 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 .

Job Duties

• 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 Percentage of time 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 Percentage of time 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 Percentage of time 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 Percentage of time 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 Percentage of time 10
• Other duties as assigned to ensure smooth functioning of the Warnell Administrative and Fiscal Offices Percentage of time 10

Contact Information

Recruitment Contact Name Mary Kate Rubin

Recruitment Contact Email [e-mail]

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