Administrative Assistant III
Administrative Assistant III
Position Number: 10043035
Benefits Eligible: Yes
Campus Location: Gainesville
Job Close Date: 08/23/2018
General Summary: The University of North Georgia is currently accepting applications for an Administrative Assistant III. This position supports the broad range of academic programs housed within the Lewis F. Rogers Institute for Environmental & Spatial Analysis. It requires a high degree of confidentiality, exceptional organizational skills, sound judgment and a considerable amount of personal initiative. The individual chosen will be expected to deliver a high level of customer service to all university and departmental constituencies. Duties include database construction and management, monitoring of budgets, timely ordering of materials, student worker supervision and class room scheduling. Additional requirements include attending staff development venues, serving on university committees, and facilitating departmental efforts to foster activities within the greater community of North Georgia.
Located in the fastest-growing region of the state, the University of North Georgia is a multi-campus university with an enrollment of over 19,000 students, making it one of the largest institutions in the University System of Georgia. UNG is focused on a mission of educational excellence, leadership development and community engagement opportunities that develop students into leaders for a diverse and global society. Through a variety of educational pathways that provide access and range from certificates and associate degrees to a professional doctoral program, UNG is responsive to regional education and economic development needs. Federally designated as a senior military college, one of the university's signature leadership programs is its 800-member Corps of Cadets on UNG's Dahlonega Campus.
Job Duties & Responsibilities: The Administrative Assistant III will:
- Support the Director, Coordinators, full and part time faculty members, lecturers and other staff by assisting in routine and unique administrative operational tasks. Manage inquiries concerning the Institute's programs.
- Select and purchase all inventory of supplies and equipment unique to the College and departments, including reconciliation of purchasing card transactions and budget tracking. Manage interactions (correspondence, fee payments, etc.) between the department and outside entities such as the Foundation and the Business office.
- Oversee all equipment needs, offices, and classrooms, and coordinates for upkeep and maintenance of the same. Maintain confidential administrative records and files, inclusive of full-time, part-time, and potential part-time faculty; coordinate receipt of official documentation for meeting legal requirements in the hiring of all faculty. Maintain voluminous and relatively complex fiscal, administrative, and academic records; revise filing systems; review various reports and forms for accuracy and completeness.
- Co-plan the departmental annual schedule; review and cross checks room assignments, times and conflicts within the department and in collaboration with other departments. Arrange inside and outside classroom and meeting space and audio visual needs for faculty as needed. Produce letters, proposals, and other documents; maintains meeting minutes; Maintain fiscal records and forms which coordinate office functions. Handle travel arrangements and paperwork for Director and other department personnel. Responsible for scheduling and organizing specific meetings and special events updates web pages. Take and forward communications. Conduct introductory overviews for students and assists with registration.
- Provide secretarial and telephone support for the Director and faculty; create a variety of complex documents using word processing, spreadsheets and desktop publishing software and web page maintenance.
- Serve as receptionist for students, faculty and visitors and schedules appointments and meetings and maintains the calendar of upcoming events, and sends notifications/reminders to faculty and students of pertinent events. Input course schedules in the Banner system; maintain departmental database(s); perform class/course scheduling and registration in the Banner system, and provide assistance during student registration periods. Assist with travel arrangements and completion of expense reimbursement requests. Obtain all required syllabi & office hours for all departmental faculty; Obtain all end-of-term records for all faculty in department and other tasks are needed by the Directory of the Institute.
Knowledge, Skills & Abilities:
- Must have excellent interpersonal and written and oral communication skills
- Ability to establish and maintain effective working relationships with all administrative office across the university and faculty, staff, students, and the community
- Knowledge of bookkeeping and record keeping for a large number of programs, the ability to interpret and manipulate college budgetary statements
- Ability to maintain confidentiality of student, college, and departmental records of a sensitive nature
- Ability to work under minimal supervision to meet deadlines, manage multiple tasks, and prioritize duties
- Must be responsible for coverage of the reception
Certifications/Licenses & Minimum Requirements:
- Bachelor's Degree required or an equivalent combination of education and experience.
- 1 year of related experienced required or equivalent combination of education and experience.
- Preferred: Knowledge of Microsoft Office products (specifically Excel and Word, Banner (or comparable systems), PeopleSoft financial products, ADP, and Publisher;
Required Documents: Cover Letter, Resume/Curriculum Vitae
Special Instructions to Applicants: Please submit contact information for three professional references. This position will require a background check and a credit check.
Employer Information: All employment offers are contingent upon successful completion of a background investigation, as determined by the University of North Georgia in its sole discretion. The University of North Georgia, a unit of the University System of Georgia, is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, color, gender, sex or national origin, age, disability, religion, genetics or veteran status. Georgia is an open records state. Also, UNG is a federal contractor and desires priority referrals of protected veterans.
We provide equal employment opportunities to minorities, females, protected veterans, and disabled individuals, as well as other protected groups.
The University of North Georgia is committed to providing equal opportunity to all qualified applicants without discrimination at the basis of race, color, national or ethnic origin, sex, age, disability or handicap as a matter of college policy and as required by applicable state and federal laws.