Administrative Assistant III

Job description

Position Title:Administrative Assistant III Position Number:10042834 Benefits Eligible:Yes Campus Location:Dahlonega Job Close Date:09/17/2020 General Summary:

The University of North Georgia is currently accepting applications for an Administrative Assistant III on the Dahlonega campus. The Administrative Assistant III will assist Department Head, Associate Department Head, and the faculty within Chemistry & Biochemistry. Duties include assisting with policy and procedure implementation, prepare reports, assist with technical issues within the college, supervise work study or other clerical assistants, and assist with budget oversight. One of the main responsibilities of this position is the coordinating, ordering and tracking of scientific supplies for all chemistry laboratory classes and research at the Dahlonega campus. In addition to duties as office manager, this position maintains departmental files, updates and maintains schedules and records using the Banner system, maintains departmental budgetary information and personnel records, manages departmental records retention, and typesets grant applications.

Located in the fastest-growing region of the state, the University of North Georgia is a multi-campus university with an enrollment of nearly 20,000 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:

  • Handle needs/request from faculty, staff and students within the College and develops resolutions for issues as needed. Serve as the central contact point for the College. Maintain all fiscal, administrative, and academic records, reviews, reports and forms for accuracy and completeness. Implement all department employment requisitions and Personnel Action Forms across all campuses. Prepare and distribute correspondence, agendas, reports, departmental minutes, and other documents; compile data and create reports for the entire department across all campuses. Organize faculty travel and assist with travel authorizations and reimbursements for faculty on all campuses. Distribute mail/faxes to faculty/staff and prepare outgoing mail.
  • Supervise and manage the office, including prioritizing, completing and assigning work as appropriate to ensure deadlines are met. Purchase supplies and equipment for the College and reconciles P-Card transactions. Perform budget tracking. Purchase all research supplies for faculty on all campuses. Maintain and track departmental budget as well as coordinate and place purchases for departmental budget on all campuses. Supervisor to all student workers for all campuses within the department. Complete hiring proposals on all student workers, approve time for all student workers, as well as helps student workers with any changes needed on their time card. Coordinate list of student workers and which labs they are assigned to according to the semester schedule.
  • Prepare correspondence and maintains files on prospective new part-time faculty. Arrange travel for full-time faculty and assists in completion of travel expense reimbursement requests. Update College website and other communications.
  • Oversee equipment needs in office and classrooms and coordinates the upkeep and maintenance. Coordinate rooms, prepares and distributes handouts and assists with various student issues. Serve as the liaison between faculty and students for junior and senior seminar, post informational flyers and information to digital signage regarding guest speakers in seminar. Reserve parking, ordering of food, and communicates with seminar guest speakers regarding logistics. Submit work orders to plant operations, IT or other university entities for work needed within the department.
  • Attend college, departmental and committee meetings, taking and posting minutes, and assists the college with other activities across the campuses. Meeting may occur in the evenings or off campus. Assist with arranging meeting logistics.
  • Input all course schedule data and assigns classrooms. Facilitate course scheduling (including assigning classrooms) Register and assist students in scheduling classes, track changes in student numbers and update academic records for students. Also use Banner to organize advisement and NSO and TSO sessions for Chemistry majors. Assist faculty advisor in preparing for NSO and TSO. Keep track of wait lists for high demand academic classes needed for science majors. Approve all EMS requests from other departments wanting to use classrooms in the Chemistry department. Input all syllabi for each course/semester (upload onto website), collect current faculty CV’s, manage key requests for faculty/staff.
  • Assist in the preparation of accreditation reports for the various national accrediting bodies including ACS and SACSCOC including preparing exhibits, creating documents, and maintaining required records.
Knowledge, Skills & Abilities:
  • Must have knowledge of office practices, procedures, systems and equipment.
  • Advanced knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc.
  • A general working knowledge of the department’s functional area.
  • Campus or recruiting knowledge a plus. Microsoft Office products such as Word, Excel, PowerPoint, Access, and Banner, or other office software.
  • Excellent customer service skills.
  • Ability to prioritize tasks; ability to maintain records, gather and process information; ability to work unsupervised; ability to maintain confidentiality.
  • Ability to compose correspondence, prepare newsletters and create forms.
  • Ability to work effectively with faculty, staff, students, employers and community.
Certifications/Licenses & Minimum Requirements:
  • Bachelor’s degree required or an equivalent combination or education and experience.
  • One year of clerical or administrative experience required or an equivalent combination of education and experience.
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 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.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Information: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.




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Job No:
Posted: 9/9/2020
Application Due: 9/17/2020
Work Type: