Residential Services Administrative Specialist

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

Part of the Division of Student Affairs, University Housing consists of nearly 2.9 million square feet of facilities and is home to more than 9,000 students. The department employs over 250 full-time staff members, 16 graduate assistants and 500 undergraduate student workers. As a self-supporting auxiliary, University Housing operates a nearly $75 million budget derived only from student housing fees and other non-state sources. In support of its mission to provide comfortable, affordable and secure housing options where the academic success and personal growth of residents are encouraged and supported, University Housing engages staff members in competency-based training and students in curriculum-based engagement focused on community building, interpersonal skills, social awareness and responsibility, and well-being.

College/Unit/Department website: housing.uga.edu

Posting Type: External

Retirement Plan: TRS

Employment Type: Employee

Benefits Eligibility: Benefits Eligible

Full/Part time: Full Time

Additional Schedule Information: M-F, 8 a.m. – 5 p.m.
Some evening and weekend work may be required

Advertised Salary: $45,000

Posting Date: 09/23/2026

Open until filled: Yes

Proposed Starting Date: 11/02/2026

Special Instructions to Applicants

We are unable to offer a work visa sponsorship for this position. You must be authorized to work in the U.S. to apply.

Priority consideration will be given to those who complete the application process by October 1, 2026; however, screening will continue until the position is filled.

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.

Classification Title: Administrative Assistant I

FLSA: Non-Exempt

FTE: 1.00

Minimum Qualifications

High school diploma or equivalent

Preferred Qualifications

Previous administrative assistant experience. Previous customer service experience.

Position Summary

The primary function of this position is to oversee the daily administrative functions for 2 – 3 residence hall desks. This includes supervision and scheduling of student desk staff, key management, distribution of mail and supporting staff in the Residential Programs and Services unit within University Housing. The work involves performance of office duties, which require a high degree of judgment and initiative, to carry out operations within a zone of approximately 3,000 residential students.

Knowledge, Skills, Abilities and/or Competencies

• Considerable knowledge in office practices, procedures and equipment.
• Typing and editing skills with high accuracy.
• Must have computing skills and be able to utilize email, calendar, internet and database programs.
• Excellent communication skills and ability to greet and assist residents, visitors and callers with a variety of questions, needs and concerns.
• Maintain confidentiality of office information and records.
• Ability to work independently, conceptualize projects and manage multiple priorities.
• Proven ability to work with a wide variety of constituents to creatively resolve problems and develop solutions.

UNIVERSITY HOUSING EXPECTATIONS:

• Commit to a University Housing-first philosophy by promoting student success and supporting University Housing, Division of Student Affairs and University of Georgia missions and goals.
• Safeguard the physical security of University Housing facilities, protect sensitive information through adherence to cybersecurity polices and best practices, promptly report any security concerns or incidents, and promote a culture of security awareness to ensure secure on-campus residential communities.
• Embrace an entrepreneurial spirit by sharing opportunities to protect departmental resources and find cost savings.
• Be present and on time for all scheduled work, communicating proactively for unavoidable absences and adhering to policies and procedures for leave requests, as these are crucial for overall productivity, team morale and operational efficiency.
• Provide a positive student experience by being courteous, caring, patient, flexible and working to resolve issues or problems in a timely manner. Collaborate with team members across University Housing, as needed, and communicate issues to supervisors.
• Maintain a positive and productive environment by consistently following department, campus and USG policies and procedures.
• Designated as Essential Personnel Pool (meaning may be asked to report to work) for the purposes of maintaining critical operations during inclement weather or other emergency situations. Employees in this role may be required to report to work when the University is closed or operating under modified conditions. The employee will be contacted by their supervisor (or designee) with instructions on when and where to report and what duties will be necessary. Communication will occur via the employee’s primary contact information on file (phone, email, or other agreed-upon method). The designation of Essential Personnel Pool will be reviewed annually during the performance evaluation period to ensure alignment with operational needs.
• Participate in departmental “all hands-on deck” events (e.g., move-in, move-out, residence hall emergencies).

Physical Demands

• Respond to crisis situations in various buildings which may involve being present for long periods of time.
• Sit at a desk and computer for moderate periods of time.
• Lift and carry up to 40 lbs.
• Verbally communicate via telephone and in person.
• Organize and compare a large amount of data with attention to detail.
• Interpret and apply policies and procedures.
• Remember circumstances and changes.
• Focus on and complete detail-oriented tasks.
• Frequently walk-through residential facilities, which includes climbing stairs.

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?: Yes

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

General Office Functions

• Perform general office management. Greet, answer phone calls and take messages from individuals visiting the office. Respond through personal contact with residents, faculty, staff and other stakeholders to resolve problems, answer questions and clarify policy.
• In the process of completing various job responsibilities, have a working knowledge of software and web-based programs including, but not limited to: OneSource, Microsoft Office, OneDrive, Acrobat Reader, Outlook, Advocate, StarRez, UGAMart, and UGAJobs.
• Manage classroom, meeting room space, vehicle and community resource reservations.
• Manage and maintain voluminous and complex records and files, some of which are confidential, pertaining to facilities, personnel, fiscal activity, procedures, policies, resources and departmental decisions/activities as required by the records retention policy.
• Support, communicate, enforce and abide by all university and departmental policies, procedures and regulations.
• May serve on departmental committee/task force as needed.
• Support the department in annual endeavors such as, but not limited to, opening and closing the residence halls, as well as summer conferences.
• Other duties consistent with the purpose of this position may be assigned.

Percentage of time: 30

Desk Management

• Direct management of 2 – 4 residence hall desks with an emphasis on safety, security and customer service.
• Oversee key management including, but not limited to, regular key audits, resolve key issues as they arise, order and process new keys and maintain accurate key records.
• Coordinate the daily distribution of mail and packages in adherence to federal, state and university policies.
• Investigate and resolve package issues as they arise.
• Perform audits as needed to address issues regarding key and mail processes and follow-up with student staff members as needed.
• Respond to students, staff and other stakeholders as it relates to keys, mail and general questions or concerns.
• Be knowledgeable of established protocols designed to guide responses to emergencies and other unexpected events.

Percentage of time: 30

Supervision/Staff Support

• Select, train, supervise and evaluate various student staff positions which may include but are not limited to graduate assistants, student desk staff and summer conference staff.
• Lead monthly and one-on-one meetings with student desk staff to provide on-going training and address performance concerns.
• Effectively disseminate important information, policies, procedures and updates during team meetings, ensuring that all team members are well-informed and aligned with priorities.
• Provide constructive feedback to student desk staff on their performance and achievements and recognize outstanding contributions.
• Create and manage desk schedules to ensure staffing is available for each assigned desk.
• Review and approve timecards on a weekly basis and address issues as needed.
• Work closely with Human Resources to ensure compliance with all federal, state and university policies.

Percentage of time: 30

Billing, Budgetary & Contract Management

• Process and maintain billing records for conference services and assigned residential communities weekly.
• Prepare office supply orders and other purchase requests, mailing/shipping forms, travel request forms, requests for reimbursement, work orders and print requests.
• Familiarize and communicate contracts for camps and conferences.

Percentage of time: 10

Contact Details

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

Recruitment Contact Name: Carrie Chitwood

Recruitment Contact Email: cachitwo@uga.edu

Organization

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.

Website: https://www.uga.edu/

Telephone: 706-542-3000

Location: 215 S. Jackson St., Athens, Georgia, 30602, United States