Administrative Assistant IV, Sociology - University of North Georgia : Job Details

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 Summary

The University of North Georgia is currently accepting applications for an Administrative Assistant IV on the Gainesville campus. This position supports the department of Department of Sociology & Human Services, which houses two major programs, two associate programs, two minors, and a graduate program. In this role, the Administrative Assistant. serves as the department's first and main point of contact for students, faculty, staff and the public and supports the Department Head. Additionally, s/he serves as the co-subordinate, or stand-in DH for the purpose of budget tracking and management. The Administrative Assistant will also serve as the point person for the College of Arts & Letters in the Strickland Building (including supporting Gainesville based faculty for psychology, history, and political science and maintaining the workroom). Finally, the Office Administrator handles scheduling for Gainesville based classed for sociology, psychology, history, and political science and on-line scheduling for sociology. This position requires a high degree of confidentiality, exceptional organizational skills, sound judgment and a considerable amount of independence. The individual chosen will be expected to deliver a high level of customer service to all university, college, and departmental constituencies. In addition to background checks for all cardholders, O.C.G.A. 50583 requires a credit check on all employees issued a purchasing card. Additionally, credit checks must be run at the time of Pcard renewal.

Responsibilities

* Advisement and communications: Manage inquiries on degree programs; screen and direct callers and visitors, taking and forwarding messages for the department and the Strickland building as necessary. Maintain current student and faculty email distribution lists and send important information and reminders to majors, minors, groups of faculty and other constituents. Submit work orders to plant operations, IT or other university entities for work needed within the department. Serves as point person for the Strickland Building and distributes information as needed.

* Serves as receptionist for students, faculty and visitors for the department and the Strickland Building and directly supports the Department Head. Including scheduling appointments and meetings; maintaining calendar of upcoming events and sending notifications/reminders to faculty of pertinent events. Helps to tracks and maintain accreditation related paperwork and memberships. This position is also expected to help maintain the faculty workroom for the building and support Sociology and Human Services Faculty. Position also supports GVL based psychology, history, and political science based faculty as needed.

* Input course schedules in the Banner system for all Gainesville classes for sociology, psychology, history, and political science; maintain departmental database(s); perform class/course scheduling and registration in the Banner system, and provide assistance during student registration periods.

* Maintain and track departmental personnel, operating, and travel budgets for all campuses for the Sociology and Human Services Program. Coordinate and place purchases for all classes, using purchasing card and purchase requisitions. Track spending, reconcile purchasing card, prepare and submit all paperwork for purchases, payment implementation, and payroll. Also helps to maintain budget and purchasing for HSDA honor society, TUA. Purchase supplies and equipment for the building as necessary.

* Maintain all fiscal, administrative, and academic records, reviews, reports and forms for accuracy and completeness. Prepare all department employment requisitions, agreements, 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 five campuses. Assist with travel authorizations and reimbursements, including making travel arrangements for job visits or accreditation site visits. Manages and distributes applications for MS HSDA program and responds to inquiries regarding the graduate program.

* Help faculty organize and execute departmental events, such as hosting conferences and symposia, guest speakers, Study Abroad fairs, and visiting scholars, Design, create and procure printing of programs, promotional items, fliers and posters that advertise the events sponsored by the department.

* Design, maintain and update all hallway boards for current events, publicity of study abroad opportunities as well as scholarship and honor society application information.

* Knowledge, Skills, & Abilities

* Knowledge of departmental plans of study and ability to provide guidance to students as needed.

* Knowledge of bookkeeping and record keeping for a large number of programs, the ability to interpret and manipulate college budgetary statements.

* Knowledge of Microsoft Office products (specifically Excel and Word, Banner (or comparable systems), PeopleSoft financial products, ADP, and Publisher preferred.

* Possess excellent interpersonal and written and oral communication skills.

* Must have the ability to establish and maintain effective working relationships with faculty, staff, students, and the community.

* Must be able to maintain confidentiality of records of a sensitive nature.

* Must have the ability to work under minimal supervision to meet deadlines, manage multiple tasks, and prioritize duties.

Required Qualifications

* Bachelor's degree required.

* One (1) year of clerical or administrative experience;

* Or an equivalent combination of education and experience required.

Preferred Qualifications

* Experience with procurement, budget reconciliation and scheduling preferred.

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 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

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at

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

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 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, positions are subject to be removed without prior notice or before the posting expires.

Background Check

* Position of Trust + Education & Credit