Administrative Assistant III

Updated: 14 days ago
Location: Gainesville, FLORIDA
Job Type: FullTime

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.

The University of North Geogia is currently accepting applications for an Administrative Assistant III on the Gainesville campus. Works as a team with the College of faculty and staff to support all education departments. Primary support for and initial point of contact for the education Department Heads, students, faculty, staff/administration, partners, and other stakeholders. Maintains files (i.e., syllabi), materials, supplies, work orders, and website. Assists with event planning and facilitation. Responsible for purchasing for multiple departments, including classroom materials, office supplies, travel-related purchases, equipment, software, technology, business cards, and signage. Supervises departmental student assistants. Responsible for building course schedules, including classroom assignments across campuses, and handles registration and overrides. Serves as classroom coordinator and EMS approver for classrooms assigned to education and creates room reservations/tech details for events and meetings. Assists with programmatic research and processes Banner reports for academic information requested by faculty and department heads. Works with Social Foundations and Leadership Education department head on building relationships with community organizations and schools for early observation experiences, works with faculty in assigning experiences to students, and works with students in facilitating these experiences. Conducts all background checks for students in early education courses, including maintaining the primary background check account, sending out and maintaining student letters via the institution¿s caseload software, and communicating with department head when background check meetings need to occur. 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.

  • Provide administrative duties in support of education department heads, faculty, COE staff/administration, and students on Gainesville and Oconee campuses (other campuses as needed), including acting as the primary point of contact for education departments, education majors, potential students, stakeholders, school partners, and state entities; checking/distributing mail; organizing and facilitating events; managing facilities requests and work orders for multiple buildings and faculty; pulling Banner reports and conducting necessary research for departments, including research for drafting departmental policies, market research for programs, and data to inform programmatic changes; and managing departmental student workers.
  • Review, crosscheck details, build, and post class schedules for the education departments' undergraduate and graduate programs, as well as external programs within the College of Education and both centers. This includes assigning and coordinating reservation of classrooms for all departments' classes on multiple campuses; honoring requests for classroom for other departments in the scheduling system (EMS); and maintaining a separate schedule for departmental conference rooms. Creates meeting and event room reservations and tech details for faculty and staff in EMS. Registers education majors for classes (requirement of cohorted and graduate programs).
  • Handles all purchasing and supplies for education departments, including office supplies, course materials, software, and other items as needed. Maintains P-card with monthly reconciliation and necessary approval forms and records keeping and creates purchase requisitions, check requests, and marketplace requisitions. Coordinates travel arrangements and reimbursements for members of the staff, faculty, and students.
  • Maintains and updates departmental and center websites, policies databases, and documents, including document destruction. Provides editorial support for markets materials and widely dispersed communications. Participates in outreach activities to promote programs and recruit students including but not limited to class visits, information tables, e-mail campaigns, social media platforms, etc.
  • Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, publicizing events, and maintaining event budgets.
  • Manages placement of pre-education observation experiences (+500 students per semester), including working with community organizations and schools to confirm placements, assigning students in need of placements, managing pre-service observation database, and communicating with students and community members accordingly.
  • Collects liability insurance and background check information, communicating with students who need a background check letter signed, acting as our primary account owner with our background check vendor, maintaining all letters in our institutional database for caseload management, following up with students who have not complied, and communicating with the department head when background check meetings need to occur.

 

Knowledge, Skills, & Abilities

  • Knowledge of office practices, procedures, systems, and equipment. 
  • Knowledge of Banner; Microsoft Office products such as Word and Excel; or other software.
  • Excellent written and verbal communication and problem-solving skills. 
  • Strong grammatical skills and knowledge of mathematical functions such as percentages, ratios, accounting functions, etc.
  • Ability to maintain confidentiality of sensitive files and information.
  • Bachelor's degree required.
  • One year of administrative/clerical experience;
  • Or equivalent combination of education and experience.
  • Resume
  • Cover Letter
  • Contact information for three professional references.

The University System of Georgia is comprised of our 26 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.

UNG Core Values
https://ung.edu/about/mission-vision-values.php  

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.

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.

  • This role is considered a position of trust.
  • This position requires a purchasing card (P-Card).
  • Please note, the University of North Georgia career board updates daily and job postings are subject to be removed when closed or filled.
  • Position of Trust + Education & Credit

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