Description

Posting Details

Posting Number

S15717P

Working Title

Administrative Specialist to the Director of SOM Research Center

Department

SOM-Research

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

The University of Georgia School of Medicine was founded in 2024 and received preliminary accreditation in 2026.

The establishment of a new public medical school at UGA comes as the state faces a significant shortage of medical professionals. The population of Georgia, the nation's eighth-largest state, has surged to approximately 11 million residents, straining existing medical infrastructure and resulting in longer wait times for appointments and reduced access to care. Georgia currently ranks 39th in the nation for the number of active patient care physicians per capita and 41st for the number of public medical students per capita.

As a top-20 public university with a thriving research enterprise and vast public service network, the University of Georgia is well-positioned to produce more highly trained physicians, alleviate physician shortages, and improve the state's ability to provide quality health care for its citizens.

The School of Medicine is located on UGA's Health Sciences Campus in Athens. In its inaugural year, the UGA School of Medicine will enroll 60 students per class, but a new $100 million medical school building will enable the UGA School of Medicine to grow to 120 students per class in the future.

College/Unit/Department website

https://medicine.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

Monday - Friday, 8:00AM - 5:00PM
Flexibility may be needed at times.

Advertised Salary

Commensurate with experience

Posting Date

09/08/2026

Open until filled

Yes

Closing Date

Proposed Starting Date

11/01/2026

Special Instructions to Applicants

The application packet should include a cover letter detailing how the applicant's credentials and experience meet the needs, responsibilities, and qualifications for the position, a current resume, and contact information for three professional references (who will not be contacted without further correspondence with the applicant).

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 (hrweb@uga.edu).

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

• Bachelor's degree OR an equivalent combination of professional experience.
• Demonstrated experience in providing administrative support in a complex organizational setting.
• Advanced proficiency with productivity tools and software (Microsoft Office 365, Teams, SharePoint, calendaring tools).

Position Summary

The Administrative Specialist provides high-level administrative, operational, and communication support to the Director of the School of Medicine ( SOM ) Research Center, the Senior Grants & Contracts Manager, and School of Medicine research faculty in a dynamic and evolving interdisciplinary research environment. The Administrative Specialist serves as a central coordination point for School of Medicine Research Operations academic, research, and leadership activities. This position is responsible for managing complex scheduling and logistics, coordinating meetings and travel, and serving as a primary liaison between the Director, research personnel and internal and external stakeholders.

Knowledge, Skills, Abilities and/or Competencies

• Excellent organizational and oral/written communication skills.
• Ability to multi-task with attention to detail in a deadline-driven environment.
• Proficiency of Microsoft Office programs. Proficiency in office productivity tools (e.g., Microsoft Office Suite), virtual meeting platforms, and calendar management systems.
• Ability to maintain a high level of discretion and confidentiality when handling sensitive information.
• Ability to develop effective and positive working relationships.
• Strong ability to manage complex schedules and multiple priorities with accuracy and efficiency.
• High level of accuracy in documentation, scheduling, and coordination.
• Ability to build effective working relationships with faculty, researchers, administrators, and external partners.
• Skilled at managing multiple priorities and adjusting to shifting demands in an evolving research environment.
• Ability to adapt to changing priorities and support innovation.
• Ability to apply policies at the unit, institution, state, and federal level to work tasks.

Physical Demands

• Standard office environment with majority of work at a desk/computer.
• Occasionally, work will involve event support and the ability to arrange and reset modular furniture and event supplies.

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

Duties/Responsibilities

Administrative Support to the Director
Provide general administrative support to the Director, the Senior Grants & Contracts Manager, and School of Medicine research faculty, and assist with special projects and initiatives. This includes but is not limited to working closely with the SOM Research Center team and colleagues as well as special project leads and committees.

• Respond to and resolve inquiries, scheduling meetings and manage complex calendars, appointments, and scheduling for the Director, including sending calendar invitations, coordination across multiple departments and institutions.
• Provide logistical support for meetings, including preparation and distribution of agendas, materials, minutes, and follow-up action items.
• Coordinate travel arrangements, reimbursements, and related administrative processes.
• Serve as a primary point of contact for internal and external stakeholders and collaborators.

Percentage of time

50

Duties/Responsibilities

Communication & Stakeholder Engagement:

• Draft, edit, and coordinate communications on behalf of the Director, the Senior Grants & Contracts Manager, and research faculty including emails, reports, and presentations.
• Facilitate communication across interdisciplinary teams, ensuring clarity and alignment of priorities.
  • Coordinate regular cross-functional meetings to discuss priorities, project status, challenges, and upcoming initiatives.
  • Use of email, Microsoft Teams, and other communication tools to share information and documents.
• Support outreach efforts to internal departments, external collaborators, and partner institutions.
• Maintain professionalism and confidentiality in all communications.
• Support collaboration with multiple colleges, departments, and research units across the university.
• Coordinate joint initiatives, meetings, and shared resources to strengthen a multidisciplinary & interdisciplinary infrastructure.
• Contribute to efforts that enhance the research center's capacity and impact.

Percentage of time

30

Duties/Responsibilities

Workflow Management & Operational Support

• Manage multiple competing priorities in a fast-paced, high-impact research environment.
• Develop and maintain systems to track projects, deadlines, and deliverables.
• Anticipate administrative needs and proactively resolve issues to support efficient operations.
• Assist with special projects and initiatives as assigned.

Percentage of time

10

Duties/Responsibilities

Organizational Effectiveness & Continuous Improvement

• Identify opportunities to improve administrative processes, workflows, and efficiencies.
• Support implementation of best practices for documentation, scheduling, and coordination.
• Maintain organized records and ensure compliance with institutional policies and procedures.
• Contribute to a collaborative, high-performing team environment.
• Additional duties as assigned.

Percentage of time

10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name

Wendy Gilfedder

Recruitment Contact Email

somhr@uga.edu

Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information

Optional Documents