Administrative Assistant IV

Located in the fastest-growing region of the state, the University of North Georgia is a multi-campus university with an enrollment of over 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 Summary The University of North Georgia is accepting applications for an Administrative Assistant IV on the Dahlonega campus. This position provides administrative initiative and support to the Department of Criminal Justice, which currently offers two major programs in criminal justice and criminal justice with a forensics concentration, one associates program, one graduate program, one Ph.D program. S/he is responsible for class scheduling year-round, including internships- handles paperwork for students, faculty, and the Department Head (DH), serves as the department's first and main point of contact for students, faculty, staff, and the public. Importantly, s/he serves as the co-, subordinate, or stand-in DH for the purposes of advisement, budget tracking and management, on- and off- campus functions in recruiting, advising, and liaison/spokesperson in a demanding, complex, and diverse department that requires a high level of competency and sensitivity. In addition to background checks for all cardholders, O.C.G.A. § 50-5-83 requires a credit check on all employees issued a purchasing card. Additionally, credit checks must be run at the time of Pcard renewal. Please be advised that any offer of employment is contingent upon your eligibility to work in the United States. The university is aware of recent federal changes that may significantly increase the cost of filing H-1B visa petitions. As a public institution, the university's ability to cover such costs is subject to budgetary constraints and state funding policies. Therefore, while we remain committed to supporting international faculty hires, we cannot guarantee payment of any newly imposed or increased visa-related fees. If you have any questions regarding the visa policy, please contact Monica Arrendale at (706) 867-4470. Responsibilities Develop, design, and maintain various databases and on-going files for the department. Generate and analyze reports used in designing course rotations, class schedules, honors selections, and advising loads among other projects as needed. Present infographics and spreadsheets showing trends, changes, and other data across a wide variety of metrics. Maintain and tracks departmental operating budgets and public safety academy lab fees for all campuses. Coordinates and places purchases for all materials, supplies, and equipment using purchasing card and purchase requisitions. Predict trends and projected costs for budget management. Tracks spending, reconciles budget and purchasing card balance, prepare and submits all paperwork for purchases, payment implementation, and payroll. Represent the department with vendors for purchasing of equipment and supplies. Maintain all fiscal, administrative, and academic records, departmental meeting minutes & policies, reviews reports and forms for accuracy and completeness. Initiates all department employment requisitions and prepares Personnel Action Forms across all campuses. Prepares Contract Addendums and enters all Extra Comp data. Prepare and distributes correspondence, agendas, reports and other documents; compiles data and creates reports for the entire department across all campuses. Organize faculty travel and assists with travel authorizations and reimbursements. Assist in the hiring process and files all paperwork for new employees. Working with the DH, creates the departmental semester and summer schedules, cross-checkings room assignments and times, resolves conflicts both within the department and in collaboration with key interdisciplinary partners in International Affairs, Political Science, History, English, Psychological Science, Sociology, Spanish and Modern Languages, as well as with the Colleges of Business and Education. Assist with registration (over-rides, internships, Public Safety Academy Labs). Maintains waitlist for the department. Maintain departmental calendar. In the absence of or in cooperation with the DH, serves as a program advisor for all 800 + students in the major. This includes managing inquiries on Criminal Justice degree programs on all campuses, screening and directing callers and visitors, taking and forwarding messages. Maintains current student and faculty email distribution lists and sends important information and reminders to constituents. Assigns student academic advisors for Criminal Justice majors in Banner, registers and assists students in scheduling classes, tracks changes in student numbers and updates academic records. Checks and updates Plans of Study and Military 104R¿s. Checks GPA and pre-req requirements each semester. Assist faculty advisors in identifying top students for awards. Helps faculty organize and execute Criminal Justice events, such as Criminal Justice Field Day, Open House, visiting speakers, etc. Manages inquiries concerning the master's degree, and the Criminal Justice degree programs on all campuses, screens and direct callers and visitors, takes and forwards messages. Also, maintains current student email distribution list and sends important announcements and information to students and faculty. Schedules and arranges meetings and seminars as well as arrangements for conferences and travel. Submits work orders to plant operations, IT or other university entities for work needed within the department. Design, create and procure printing of programs, fliers and posters that advertise events sponsored by the department. Provides supervision and training to student workers and graduate assistants and completes other tasks as needed. Manage their timecard as well as evaluations. Mentorship Knowledge, Skills, & Abilities Knowledge of office practices, procedures, systems and equipment Strong oral and written communication skills; excellent interpersonal and teamwork skills. Ability to prioritize tasks: ability to maintain records, gather and process information; ability to work unsupervised; ability to maintain confidentiality. Ability to maintain confidentiality of student and departmental records of a sensitive nature. Required Qualifications Bachelor's degree and 1.5 years of experience or an equivalent combination of education and experience. Experience working in an academic environment, with the ability and willingness to embrace one that is linguistically, culturally, and ethnically diverse. Strong oral and written communication skills Required Documents to Attach Resume Cover Letter Contact Information for Three Professional References USG Core Values The University System of Georgia is comprised of our 25 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. Institutional Values The University of North Georgia, a regional multi-campus institution and premier senior military college, provides a culture of academic excellence in a student-focused environment that includes quality education, service, research, and creativity. This is accomplished through broad access to comprehensive academic and co-curricular programs that develop students into leaders for a diverse and global society. The University of North Georgia is a University System of Georgia leadership institution and is The Military College of Georgia. More details on the UNG Mission, Values, Vision, and Culture can be found at https://ung.edu/about/mission-vision-values.php 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 North Georgia, as determined by University of North 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. Equal Employment Opportunity 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. Other Information This is not a supervisory position. This position has financial responsibilities. This position will not be required to drive. This role is considered a position of trust. This position requires a purchasing card (P-Card). This position will not travel This position does not require security clearance. Please note: the University of North Georgia career board updates daily, positions are subject to be removed without prior notice or before the posting expires. Background Check Position of Trust + Education & Credit