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Program Support Specialist for Greek Life

Employer
The University of Georgia
Location
Athens Area

Job Details

Posting Number:

S12108P

Working Title:

Program Support Specialist for Greek Life

Department:

VPSA-Greek Life Office

About the University of Georgia:

Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

Posting Type:

External

Retirement Plan:

TRS

Employment Type:

Employee

Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday thru Friday 8am-5pm

Advertised Salary:

$47,000.00

Posting Date:

05/17/2024

Open until filled:

Yes

Proposed Starting Date:

07/15/2024

Special Instructions to Applicants:

Open until closed. Priority deadline to ensure all materials are reviewed is June 14, 2024.

Location of Vacancy:

Athens Area

EEO Policy Statement:

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement:

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well 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.

Classification Title:

Office/Clerical Lead

FLSA:

Non-Exempt

FTE:

1.00

Minimum Qualifications:

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Position Summary:

Reporting to the Director of Greek Life, the Program Support Specialist serves as the sole administrative and financial support for the Greek Life Office while also contributing to the overall success of unit-led programming and services. This position will be the principal point of contact and the liaison with internal and external stakeholders for the Greek Life Community.

The Program Support Specialist responds to inquiries related to policies and procedures and ensures execution for all Greek Life social events, recruitment activities, membership intake, and other office programming and activities. This position is also responsible for managing and advising office personnel related to financial and administrative policies of the Division of Student Affairs and UGA. Work responsibilities involve independent interpretation of policy and procedures and some discretion on actions to be taken. This position frequently deals with issues of a highly confidential nature and will use discretion effectively. This is considered a position of trust.

Knowledge, Skills, Abilities and/or Competencies:

• Ability in developing effective working relationships with university students, faculty, staff, alumni, administrators and the community.
• Time management skills and ability to prioritize projects.
• Organizational skills. Understanding of the importance of accuracy in calendar management, budget reporting, and communication (both verbal and written).
• Interpersonal and communication skills.
• Ability to interpret, communicate and implement UGA fiscal policies and procedures.
• Ability to analyze and reconcile financial data.
• Ability to work calmly under deadlines and manage competing priorities.
• Ability to keep sensitive information secure and confidential.
• Experience in fiscal management, assessment and evaluations.
• Ability to create, compose and edit written records.



Physical Demands:

Sitting at desk/computer for extended periods.
Lifting/carrying up to 50lbs.

Is driving a responsibility of this position?:

No

Is this a Position of Trust?:

Yes

Does this position have operation, access, or control of financial resources?:

Yes

Does this position require a P-Card? :

No

Is having a P-Card an essential function of this position? :

No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?:

No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):

Yes

Credit and P-Card policy:

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy:

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 Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities:

Administrative and Budget Support

  • Serves as sole administrative and financial support for 6 full time professional staff members and 2 graduate assistants including purchasing, calendar scheduling, communications management, research, travel, reimbursements, etc.
  • Provides administrative support to director related to employee evaluations, travel, budget preparation, and event planning.
  • Generates reports, spreadsheets, and other diagnostic tools for use by the office, including semester grade reports. The position manages membership rosters for 65 student organizations used for grade reporting and engagement reporting. Handles all data entry in Banner for changes and updates. Schedules and Conducts meetings with fraternity and sorority officers to update and maintain accuracy of rosters.
  • Prepares letters, reports, records, and other related documents from rough drafts and corrected copies; proofreads completed materials and makes corrections. These documents include sensitive and confidential matters pertaining to discipline and legal affairs of fraternities, sororities, and individuals.




Percentage of time:

50

Duties/Responsibilities:

Finance and Operations Maintenance

  • Maintains office operations, orders supplies, and schedules facilities. Handles office machine maintenance and contracts.
  • Initiate, review, and submit appropriate documentation within the UGA Financial Management system including those related to UGAmart, Travel & Expenses, Budget Reporting, Payment Requests, and journal entries on behalf of the GLO staff.
  • Completes and submits all paperwork related to donations to UGA Foundation accounts, scholarship awards, reimbursements, and all financial distributions.
  • Posts expenditures and deposits daily to the online department ledgers for state accounts (Greek Life Office) including Departmental Sales Service accounts (IFC and Panhellenic).
  • Supports monthly account reconciliation for 5 Agency Accounts: UGA Miracle, Student Food Pantry, NPHC, MGC, and Order of Omega. File corresponding documents and maintain secure, auditable files. Monitor accounts and work with Student Affairs Director for Finance to remedy issues as they arise. Balance all accounts to UGA Financial Management System reports.
  • Serve as the delegate authority for all GLO staff, and process staff travel authorities and reimbursements.

Percentage of time:

25

Duties/Responsibilities:

Communication & Student Employment

  • Interviews, hires, and supervises student worker Program Assistants (4) including Program Assistant for Membership & Administration and Program Assistant Communications.
  • Oversees general office communication including listserv management, social media content development and website news stories. and assigns tasks to them.
  • Responsibilities include approval of timesheets and completion of position management tasks in UGA Jobs and the Federal Work Study systems.

Percentage of time:

15

Duties/Responsibilities:

Event Management

  • Manage logistical support of including scheduling facilities for Greek Life Office signature events including Primary Recruitment for IFC and Panhellenic, Greek Award Ceremony, Finals with Friends, Community Blood Drives, Greek Life Office Staff Development, Greek Life & UGA Athletic events.
  • Attends and oversees execution of day of event details.

Percentage of time:

10

Contact Details:

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name:

Joshua Welch

Recruitment Contact Email:

joshua.welch@uga.edu

Organization

The University of Georgia, a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest and most comprehensive institution of higher education. Founded in 1785, it is the birthplace of public higher education in America.

Today, UGA enrolls more than 40,000 undergraduate, graduate, and professional students. The main campus has 460 buildings on 767 acres of land. The total acreage of UGA in 30 Georgia counties is 41,539. UGA has 18 colleges and schools, which include Agricultural and Environmental Sciences, Arts and Sciences, Business, Ecology, Education, Engineering, Environment and Design, Family and Consumer Sciences, Forestry and Natural Resources, Graduate School, Journalism and Mass Communication, Law, Pharmacy, Public Health, Public and International Affairs, Social Work, Veterinary Medicine, and the Honors College. It offers 24 baccalaureate degrees in more than 140 fields; 33 master’s degrees in 144 fields; 8 educational specialist degrees; four doctoral degrees in 99 areas; professional degrees in law, pharmacy and veterinary medicine; and more than 170 study-abroad and exchange programs. UGA Libraries rank among the nation’s best research libraries and contain a total of 5.3 million volumes and one of nation’s largest map collections. The university has had 25 recipients of the prestigious Rhodes Scholarship, making it one of the nation’s top Rhodes producers among public universities. UGA is home of the Peabody Awards, presented annually for distinguished achievement and meritorious public service for television, podcast/radio, and digital media. It also is home of Georgia’s State Botanical Garden, state Museum of Art and State Museum of Natural History. Additionally, UGA has one of the largest and most comprehensive public service and outreach programs conducted by an American educational institution.

Company info
Telephone
706-542-3000
Location
215 S. Jackson St.
Athens
Georgia
30602
US

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