Job Title: Administrative Support - Senior
Location: UWG Recruiting Location
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 249744
About Us Since 1906, UWG has been home to those who are eager to take their own path, learn, and grow. With more than 12,700 students from across Georgia, 34 other states and 64 countries, 95+ undergraduate programs and concentrations, and 35 master’s, specialist, and doctoral degree programs, we’ve come a long way since then. Today, we’re a regional powerhouse making a $626 million local economic impact.

With locations in Carrollton, Douglasville, and Newnan, Georgia, we take pride in making a difference in the lives of our students, our neighbors, and the world. In essence, UWG provides a safe, quality and affordable college experience that transforms lives. Amazing things happen when you Go West!

The university is organized into our College of Art, Culture, and Scientific Inquiry; College of Education; Richards College of Business; University College; School of Communication, Film, and Media; Tanner Health System School of Nursing; Honors College; Graduate School; UWG Newnan; and our UWG Douglasville Center.

Job Summary

Manages the Facilities Development & Sustainability Business Operations administrative functions under the supervision of the Director of Planning & Construction Services, which includes direct management of multiple budgets, and office responsibilities. This includes management all daily activities, providing analysis and reconciliation of chart strings, planning and executing budget actions, completion of paperwork associated with departmental obligations and personnel matters. Interacts with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality which is crucial to this role. Strong decision making ability and attention to detail are equally important.

Responsibilities

Monitors department's $11.8 million budget. Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken. Responds to audit requests and gathers documentation for payroll, p-cards, and financial records. Also performs payroll and p-card reconciliations for all shops and provides copies to campus customers as required. Reviews expenditures to ensure funds are in the appropriate object codes. Analyses utilities for the University and provides monthly reports. Completes yearly utility report for BOR. Calculates auxiliary utility chargebacks and completes monthly summary. Processes travel expense reports and reimbursements, purchase of supplies, services, and equipment with use of P Card, ePro and other purchasing documents in accordance with established procurement and financial policies. Completes annual inventory for maintenance accounts. Processes uniform orders for over 100 employees and approves payment to vendor.

Communicates with Human Resources regarding job postings, any changes in employment, i.e., leave without pay, Family Medical Leave, resignations, terminations, payroll issues, job title upgrades, job descriptions. Assists with coordination and processing of personnel searches, hiring, and maintains personnel files consistent with University policies and practices. Oversees that all Personnel Action Request forms are prepared and submitted according to HR's deadlines. Provide all new employees with new employee orientation information. Responsible for personnel records, time card verification, keying time for facilities' employees, performs all activities associated with Department Time Administrator to ensure accurate and timely recording of exception and positive time for human resource staff members. Serves as a backup to Staff Assistant for keying timecards. Assists with yearly employee refresher training and open enrollment with facilities employees. Assures temporary and student employees complete new and refresher training. Serves as a proxy for supervisors when absent for ADP eTime approval.

Develops and facilitates events, workshops, meetings or conferences; coordinates logistics, scheduling and participant communications; development of brochures or other unique projects. Responsible for informing Facilities' employees of current information and events.

Prioritizes and arranges meetings, conferences and appointments for Unit Administrators; makes necessary travel reservations and itineraries, including preparing appropriate travel authorization and reimbursement forms and deducting expenses from departmental budget; determines and prepares background materials as needed. Prepares meeting agenda's, presentations and minutes as necessary.

Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives.

Oversees all new vehicle purchases by submitting requests and approvals into ARI insights program. Performs data entry of all campus vehicles information into Maximo software system.

Oversees basic office operations. Updates office procedures and directives accordingly. Supervises Staff Assistants and student workers. Assist with daily absentee list, vehicle trip tickets, telephone and two-way radio backup when Staff Assistant is out of the office.

Perform all other duties as assigned.

Required Qualifications

Other Required Qualifications
High School Diploma and four to six years administrative experience OR a Bachelor's Degree in business administration, accounting or related field required, candidates with a combination of training, education and experience will be considered. Demonstrated knowledge of basic principles, practices and methods of accounting, budgeting, and inventory management. Experience in coordinating activities and establishing priorities. Experience in designing presentation materials. Experience working independently. Experience in establishing and maintaining effective working relationships. Evidence of effective communication, both verbal and written. Demonstrated knowledge of Google Suite, Adobe Acrobat, Word, Excel, Powerpoint, and Smartsheet.

Preferred Qualifications

Additional Preferred Qualifications
Considerable knowledge of basic accounting practices, advanced knowledge of excel and accounting software. Three years of experience in a related function in a University environment within Facilities Operations. Demonstrated knowledge of website content management.

Proposed Salary

$19.54 - $22.38 hourly

Knowledge, Skills, & Abilities

ABILITIES
Analyzes a variety of account expenditures, maintains and reconciles detailed budgets for various accounts, advises and/or determines which expenditures are within budget guidelines; informs management of irregularities and proceeds with corrective action. Prepares budget amendments, both for personal and non-personal services, reviews expenditures, prepares purchase and payment requests, assists in budget development, prepares various spreadsheets in Excel, distributes balances to budget managers and offers assistance in answering budget questions.

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 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

It is the policy of the University of West Georgia to follow federal law in regards to affirmative action and equal opportunity. The University of West Georgia's affirmative action program and related policies are developed in compliance with Executive Orders 11246 and 11375, as amended; Title VII of the Civil Rights Act of 1964; the Rehabilitation Act of 1973 (Sections 503 & 504) and the Americans with Disabilities Act of 1990 (Title II) and their implementing regulations; the Age Discrimination in Employment Act of 1967; and the Vietnam Era Veterans Readjustment Assistance Act of 1974, as it amends 38 U.S.C. 4212.