Administrative Specialist - Food Science & Technology

University of Georgia•Athens, GA

57d

About The Position

The Department of Food Science and Technology is a multi-disciplinary department supporting research, teaching, and Extension programs on the Athens and Griffin campuses. This position serves as the assistant to the Department Head (DH) and is responsible for supporting day-to-day administration of the department. This role is critical to provide consistent support to the Head of the Department as well as to other faculty, staff, and students. This position will: Handle all the departmental correspondence to upper administration, food industry, and alumni. Manage the main office, handle course loading and process overrides, curriculum/CAPA, course evaluations, and personnel record keeping. Provide support for faculty correspondence, event scheduling, and communication with internal and external stakeholders. Provide administrative assistance with faculty appointments, graduate faculty appointments and re-appointments, promotion/tenure, 3rd year reviews, post-tenure reviews, and scheduling of faculty interviews.

Requirements

High school diploma or equivalent
Detailed knowledge of how the University of Georgia operates including policies and procedures of the College and department.
Ability to effectively communicate with departmental faculty, staff, and students.
Thorough knowledge of administrative management practices and principles.
Thorough knowledge of budgetary policies and procedures.
Understanding of and ability to process information using various university procedures.

Responsibilities

Submits position requests, posting requests, and hiring proposals for Staff, Graduate Research Assistants, Postdocs, and Temporary positions for the department, including related Critical Hire and Request to Fill/Hire forms as needed.
Assists Faculty, Staff, Graduate Research Assistants, Postdocs, and Temporary positions with Onboarding.
Serves as Postdoctoral Research Liaison. Initiates communication with departmental faculty, staff, and students at the two campuses-Athens and Griffin, as well as the affiliated University Centers.
Coordinates with the FST Business Manager to ensure accurate summer pay, MFT compensations for Academic Year faculty.
Assigns departmental keys, oversees mailbox assignments, receives mail and packages, prepares work orders through Facilities Management for offices, labs, and classrooms, and provides copying services as needed.
Coordinates logistics of new hires and retirements (e.g. processes actions in UGAJobs; tracks faculty votes. ensures offices and facilities are cleaned out) including regular, emeritus, adjunct, courtesy, and visiting faculty.
Processes graduate faculty appointments/reappointments, provides administrative support to search and screen committees, assists new faculty with organizational onboarding.
Tracks committee assignments.
Tracks mentoring committees.
Supports the Promotion and Tenure (P&T) and Post-tenure Review Processes (tracks timing, uploads and ensures accuracy of dossiers, maintains documentation, etc.).
Leads Visa/H-IB and Permanent Residency processes.
Responsible for schedule and event planning for faculty meetings (on each campus, statewide, and online).
Schedules annual faculty and staff reviews by HOD and organizes documentation.
Assists Department Head with HATCH project assignments and reporting.
Supports and ensures timely annual faculty contract processes including letters of renewal/non-renewal and electronic contract development.
Acts as a departmental liaison to the college and university as needed.
Takes and distributes meeting notes.
Facilitates response to FST Department Email for Department Head as needed. Responds to nonelectronic mail as necessary.
Disseminates accurate and timely information to faculty, staff, and students regarding the department, College, and University-wide issues.
Additional related duties as assigned. (Assists with committees like the J.G. Woodroof Lecture.)