Administrative Specialist Georgia Cooperative Fish & Wildlife Research Unit

Administrative Specialist Georgia Cooperative Fish & Wildlife Research Unit The Administrative Specialist assists the Leader of the Georgia Cooperative Fish and Wildlife Research Unit with managing administrative functions that include day-to-day operations, communications, event and logistical planning, compliance procedures, and numerous record-keeping and reporting expectations for both Federal and State entities. Duties broadly range from managing offices and equipment to fiscal and human resources of the Unit. In addition to operational support, the position involves accounting responsibilities for multiple projects and agreements. Financial functions and tasks include areas of procurement and compliance, as well as producing expense reports and making budget projections. This position is a point of contact for federal agencies, the University, and the State.Knowledge of basic financial accounting procedures for budget keeping and spending projections.Excellent communication and interpersonal skills.Strong organizational and analytical skills.Strong attention to detail.Proficiency in Microsoft Office programs and knowledge of Adobe programs.Ability to manage confidential information with discretion.Ability to work independently and as a member of a high-performing team that includes university staff, university students, and federal employees.Be reliable, punctual, and able to work within deadlines.Flexibility and willingness to take on new duties as needed.Light office work.Sitting and/or standing for long periods of time.Driving as needed to perform job duties.Yes.Yes.Yes.No.Yes.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.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.Assist with Unit AdministrationPrepare necessary documents and ensure satisfactory administration of contracts, grants, and agreements.Maintain Unit office filing system and records for projects as well as for Federal and University employees, including laboratory and other training & safety records (incl. volunteer forms) for Unit personnel.Assist with routine Federal and University inventory reviews, property management, and purchasing of supplies.Maintain vehicle records and complete monthly vehicle utilization and mileage reports.Assist with onboarding and departures of students and staff.Assist with the unit's training and safety planning, record keeping, and reporting.Assist with permits, audits, or inspections.Keep office postings and notifications up to date.Manage Unit FinancesSupervise all accounting functions for the Unit and assist with budgetary concerns for contracts and grants.Reconcile account balances on both State and Federal levels for Verification of Month-End Reports, Year-End Accruals, Research Work Orders, and other reporting requirements.Maintain budget projections for active Unit contracts and grants.Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters, Contracting Office, UGA Sponsored Programs Department, and UGA Contracts and Grants Department.Assist Principal Investigators with grant budgets, Federal bank card statements, and expenditures for multiple projects, ensuring compliance with State and Federal processes, standards, or regulations.Assist with Unit OperationsWork as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.Lead planning and assist with delivery of Unit's annual Coordinating Committee Meeting.Produce Unit's annual report.Assist with populating and maintaining product records (e.g., publications, presentations) for the entire Unit.Help coordinate travel and reimbursement for Unit personnel or guests.Oversee scheduling of Unit resources and facilities.Assist with basic monthly vehicle upkeep as well as scheduling and obtaining vehicle and boat maintenance.Stock and organize office supplies and equipment.Prepare leave requests.Assist with daily operations of the Unit.Support Unit's Program of Research, Education, and Technical AssistanceKeep fluent with Research Work Order procedures, requirements, and deadlines to assist Unit Scientists.Occasionally review proposals, reports, or training materials for clarity and consistency.Confirm use of biological and geographical names in documents.Assist with logistics and preparations for meetings associated with Unit projects or provided trainings.Other duties as assigned.Handle tasks and communications in a timely manner and with accuracy.Help maintain a supportive collegiate environment.Recruitment Contact: Brian Irwin, irwin@uga.edu