Administrative Specialist

Job Title : Administrative Specialist

Location : UWG Recruiting Location

Regular / Temporary : Regular

Full / Part Time : Full-Time

Job ID : 292205

About Us

Since 1906, the University of West Georgia (UWG) has been home to those who seek a transformative college experience. UWG is a leading residential, doctoral comprehensive university that offers a broad undergraduate and graduate curriculum based on a liberal arts foundation.Nestled among the pines on a picturesque 645 acres is the University of West Georgia- a hidden gem approximately 40 miles west of Atlanta. Serving approximately 14,400+ students, and offering more than 100 programs, UWG is committed to advancing innovative academic programs and a student-centered business model. Perennially ranked by U.S. News & World Report, the Princeton Review, and Colleges of Distinction as a top national university, West Georgia offers 86 fields of study, including business, computing, nursing, education, STEM, communication and digital media, social sciences, and the fine and performing arts. UWG generates a regional economic impact of more than $650 million annually and provides a safe, quality, and affordable university experience that connects students to post-graduate career and leadership opportunities. UWG has been recognized by the Carnegie Foundation for its institutional commitment to community engagement through teaching, research and creative activities, and public service. West Georgia is one of only 119 U.S. colleges and universities to receive the elective classification in 2020 and is among only 359 institutions nationally. Dedicated to creating a first-choice university for students, alumni, employees, and communities, UWG seeks employees who will advance and support the University's mission of fulfilling the talent needs of western Georgia and the Atlanta metropolitan area, while contributing to the social, cultural, and economic development of the region and state.

The University of West Georgia offers a comprehensive total rewards package designed to support faculty and staff across multiple dimensions; health, wellness, financial security, and professional growth. Employees working at least 30 hours per week gain access to a range of health plans, including medical, dental, and vision, wellness programs, and robust retirement options through Georgia Teachers Retirement System (TRS), Optional Retirement Program, and voluntary 403(b) and 457(b) plans. Employees are granted 13 paid holidays and paid time off accruals and are eligible to participate in the University System of Georgia's Tuition Assistance Program. Fringe benefits include a variety of resources focused on employee physical, mental, financial, and social well-being through Acentra Employee Assistance Program in addition to personal financial advising with Captrust. UWG also offers exclusive discounts and special offers on entertainment, travel, and other products and services through the Perks at Work program, free access to the university recreation facility, discounted campus dining options, and more!

Living in Carrollton, "The City of Dreams," offers the advantages of city life with a small-town vibe. This progressive community with Southern flair offers plenty of shopping, restaurants, nightlife opportunities, and cultural events. Named a City of Excellence in Georgia and listed as one of the 50 Best Small Southern Towns, Carrollton is the cultural, educational, health care, and commercial center for the west Georgia region.

At the heart of Carrollton is its historic downtown and Adamson Square lined with shops, galleries, and restaurants. Each season offers unique local events and opportunities for year-round recreation. Outdoor activities abound through award-winning spaces, including an 18-mile paved walking and biking Greenbelt trail that encircles the city and passes through the UWG campus.

The city embraces the University's students, faculty, and staff, and welcomes the diversity UWG brings to the community.

Invested in education with highly rated city and county K-12 systems, both city and county public school graduation rates are 90% and above and rank among the top in the nation by U.S. News & World Report.

Location

Our campus is located at 1601 Maple Street, Carrollton, GA 30118.

Faculty and staff members are expected to be physically present on campus as needed to support the in-person educational experience and on-campus vitality at the University of West Georgia. Depending upon teaching assignments and student demand, this could include the Carrollton or Newnan campuses.

Job Summary

Provide advanced administrative, financial, and reporting support for the Information Technology Services division. This position compiles, analyzes, and prepares reports that support fiscal management, procurement, asset tracking, and performance monitoring to ensure accurate and timely information is available to campus leadership and the University System of Georgia. This position provides specialized administrative and reporting support focused on IT inventory control, procurement tracking, and asset management within the ITS Business Office. The Administrative Specialist ensures accurate lifecycle tracking of hardware, software, licensing and warranty assets while maintaining compliance with University and USG financial and audit requirements.

Responsibilities

1 - Financial and Budget Reporting

Track expenditures, purchase orders, and encumbrances using Workday, PeopleSoft, or equivalent financial systems. Support annual budget

development and fiscal year-end closeout reporting. Assist with developing funding requests and justifications for technology infrastructure and service renewal. Provide financial data to support annual budget planning and capital asset expenditure reports.

2 - Lifecycle Planning Support

Assist in developing lifecycle cost projections and capital replacement plans for hardware and software assets. Maintain a replacement schedule by category, funding source, and warranty expiration date. Support financial analysis of technology investments and cost-savings opportunities (e.g., bulk purchasing, vendor consolidation). Ensure all technology purchases and disposals adhere to sustainability, security, and accessibility policies.

3 -

Asset Tracking and Reporting

Maintain detailed records of IT equipment, software, licenses, and warranties using asset management databases and spreadsheets. Generate reports summarizing procurement activity, vendor spending, and contract renewals. Assist in preparing quarterly and annual technology expenditure summaries for internal and system-level reporting. Track lifecycle replacement schedules for endpoints, infrastructure, classroom and telecom assets.

4 -

Reporting and Compliance

Prepare recurring reports on asset status, utilization, surplus, and replacement needs for IT leadership. Support audits by providing reconciled asset lists, disposal records, and proof of purchase documentation. Assist with compliance reviews under USG, NIST, and institutional asset control policies. Track and document losses, repairs, or warranty claims for reporting to Business and Finance. Maintain audit-ready records for all IT asset activities (acquisition, movement, retirement). Prepare weekly reporting on Open Incident and Service Requests by Age, Urgency, Impact, Top Client Services Incidents and Service Request Types by week / month.

Required Qualifications

Educational Requirements

Bachelor's Degree

Required Experience

2 years of professional experience. Proficiency in Microsoft Excel and experience using financial systems such as Workday or PeopleSoft.

Preferred Qualifications

Preferred Educational Qualifications

Bachelor's Degree

Preferred Experience

Experience in higher education or public sector fiscal operations. Knowledge of IT asset management frameworks (e.g., ITIL, ISO 19770). Familiarity with USG and State of Georgia procurement

and audit standards. Data analysis and reporting experience.

Proposed Salary

Commensurate with experience.

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as 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 8.2.18.1.2 and can be found on-line at https : / / www.usg.edu / policymanual / section8 / C224 / #p8.2.18_personnel_conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https : / / www.usg.edu / policymanual / section6 / C2653 .

Conditions of Employment

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 West Georgia as determined by the University of West Georgia in its sole discretion; confirmation of the credentials and employment history reflected in your application materials, reference checks; and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

The University of West Georgia is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University of West Georgia to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50)

Other Information

The mission of the University of West Georgia is to enable students, faculty, and staff to realize their full potential through academic engagement, supportive services, professional development, and a caring, student-centered community. The institutional mission and daily operation of the University of West Georgia are guided by our values that support our vision to be the best place to work, learn, and succeed : ACHIEVEMENT, CARING, COLLABORATION, INCLUSIVENESS, INNOVATION, INTEGRITY, SUSTAINABILITY, and WISDOM.