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, 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, including budgeting and expense reports, for multiple projects and agreements.

• Prepare 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 and purchasing of supplies.
• Maintain vehicle records and complete monthly vehicle utilization reports.
• Assist with onboarding and departures of students and staff.
• Assist with audits or inspections.
• Keep office postings and notifications up to date.

• Supervise all accounting functions for the Unit including the development of monthly, semi-annual and annual financial reports on both State and Federal level.
• Reconcile monthly account balances on both State and Federal level, and assist Unit faculty in regard to budgetary concerns for contracts and grants.
• Maintain budget projections for Unit contracts and grants.
• Work as liaison between WSFNR Grants Specialist, USGS CRU Headquarters and 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.

• Work as liaison with WSFNR Business Manager and Accounting Staff regarding projects and staffing.
• Assist with planning and delivery of Unit’s annual coordinating committee meeting.
• Produce Unit’s annual report.
• Help coordinate travel and reimbursement for Unit personnel or guests.
• Prepare leave requests.
• Oversee scheduling of Unit resources and facilities.
• Stock and organize office supplies and equipment.
• Assist with daily operations of the Unit.

• Occasionally review proposals, reports, or training materials for clarity and consistency.
• Confirm use of biological and geographical names in documents.
• Assist with basic monthly vehicle upkeep as well as scheduling and obtaining vehicle and boat maintenance.
• 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.