Job Details
Posting Number: S15398P
Working Title: Administrative Specialist I
Department: VetMed-Academic Affairs
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. 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.
About the College/Unit/Department: The University of Georgia College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people.
College/Unit/Department website: www.vet.uga.edu
Posting Type: External
Retirement Plan: TRS
Employment Type: Employee
Benefits Eligibility: Benefits Eligible
Full/Part time: Full Time
Additional Schedule Information: 8 am – 5 pm, Monday – Friday; sometimes after hours or weekend events
Advertised Salary: Commensurate with Experience
Posting Date: 2026-07-08
Open until filled: Yes
Proposed Starting Date: 2026-08-16
Location of Vacancy: Athens Area
Classification Title: Administrative Assistant II
FLSA: Non-Exempt
FTE: 1.00
Minimum Qualifications: High school diploma or equivalent and 2 years of related experience
Preferred Qualifications: Associate’s degree or 2 years of college plus 2 years of relevant experience working with professional or college level students.
Position Summary: The Office Clerical Lead will manage the schedule and provide administrative support to the Assistant Dean of Clinical Academic Affairs and to provide administrative support to the expanding class of third and fourth year DVM students. This position will obtain, use and record P-Card transactions for purchases that are appropriate, within guidelines and signed off in a timely manner.
Knowledge, Skills, Abilities and/or Competencies: This position expects a highly motivated, enthusiastic, customer-oriented attitude. Will be detail-oriented and capable of managing multiple tasks simultaneously. The ability to work and communicate effectively with administrative officials, faculty, staff and students whether orally or in writing is important, as is confidentiality. Ability to work independently and prioritize. Strong organizational skills; strong written and verbal skills. Knowledge of Microsoft Office Suite and knowledge of UGA systems or commitment to learning UGA systems (e.g. OneSource, E-Value, Andover, 25LIVE; eLC, UGAmart)
Physical Demands: Walking, sitting at computer, lifting up to 30 lbs
Duties/Responsibilities
Prepares letters and verifies academic standing for externship experiences, internships, and registration for all students for the North American Veterinary Licensing Examination; Manages all VM3 and VM4 student absences to assure academic credit is met for clinical rotations; Coordinates absences for the Veterinary Teaching Hospital for all clinical students for the North American Veterinary Licensing Examination; Manages, verifies and maintains records for adequate Rabies Titers for VM3 and VM4 students; Manages verification of student professional liability enrollment; Maintains an updated contact and emergency contact database for clinical students; Manages and verifies requirements and attendance for the USDA-APHIS for the National Veterinary Accreditation Program for clinical students; Manages and coordinates senior photographs and the graduating senior composite photo; Manages VM3 and VM4 lockers and mailboxes assignments; Manage and maintain all confidential student record and files; Manages DVM licensure application for the members of the graduating class (notary required); Manages dual parking access for VM4 students at the VMC and CVM; onboards acceptance of the clinical transfer students ensuring all required documents are obtained; Manage confidential student accommodations with the disability resource center; Schedules and proctors testing for special accommodation students; manages student injury reports. (50%)
Office Administrative Duties: Manages the schedule and correspondence of the Assistant Dean of Clinical Academic Affairs; Answers incoming calls and redirects as appropriate; Attends to mail procedures; Reserves all meeting rooms in the education center and schedules all classroom use; Responsible for round rooms scheduling for the Veterinary Teaching Hospital; Greet students, faculty and staff and direct appropriately; Quick response to emails is essential; order office supplies as needed. (30%)
Academic Affairs Office Events - manages the clinical orientation schedule for the two clinical transfer student start times (January and May), as well as the clinical orientation schedule for the UGA VM3 students; manages graduation requirements including the American Veterinary Medical Association graduating student survey, the College of Veterinary Medicine graduation survey, outstanding accounts with the Veterinary Teaching Hospital and UGA Health Center; prepares the written script for the graduation ceremony; orders, distributes, and collects graduation regalia for all students, faculty and external guests; organizes and distributes tickets for graduation; assists with white coat ceremony, and student events as assigned. Other tasks consistent with the purpose and scope of this position. (10%)
Supervise work study students and tutors; Collects payroll hours and enters time cards for CVM Ambassadors and Tutors bi-weekly into OneSource. (10%)
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