Assignments Specialist - University of Georgia : Job Details

Posting DetailsPosting DetailsPosting NumberS12934PWorking TitleAssignments SpecialistDepartmentHousing-Admin Srvcs & CommunicAbout the University of GeorgiaSince our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). 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.About the College/Unit/DepartmentPart of the Division of Student Affairs, University Housing consists of nearly 2.8 million square feet of facilities and is home to more than 9,000 students. The department employs 220 full-time staff members, 21 graduate assistants and 565 undergraduate student workers. As a self-supporting auxiliary, University Housing operates a $59 million budget derived only from student housing fees and other non-state sources. In support of its mission to provide comfortable, affordable and secure housing options where the academic success and personal growth of residents are encouraged and supported, University Housing engages staff members in competency-based training and students in curriculum-based engagement focused on community building, interpersonal skills, social awareness and responsibility, and well-being.College/Unit/Department websitehousing.uga.eduPosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule InformationM-F, 8 a.m. - 5 p.m.Advertised Salary$45,000Posting Date11/19/2024Open until filledYesClosing DateProposed Starting Date01/13/2025Special Instructions to ApplicantsWe are unable to offer a work visa sponsorship for this position. You must be authorized to work in the U.S. to apply. Priority consideration will be given to those who complete the application process by Dec. 1, 2024; however, screening will continue until the position is filled.Location of VacancyAthens AreaEEO Policy StatementThe 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 ([email protected]).USG Core Values StatementThe 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 online at . Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at .Position InformationClassification TitleStudent Services Paraprofessional/ProfessionalFLSANon-ExemptFTE1.00Minimum QualificationsRequires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.Preferred QualificationsBachelor's degree in field appropriate to area of assignments and one year of administrative and appropriate program experience; or five years of progressively responsible administrative and appropriate program experience; or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.Position SummaryThe primary function is to provide front-facing customer service for University Housing and the Housing Assignments Office while managing various key processes related to the assignments processes. A person in this position supports a fast-paced office that has daily interaction with students, parents, staff, faculty, and other stakeholders, often on matters of a confidential and sensitive nature. This individual also performs general duties associated with assignments and communication with the more than 9,000 students living in on-campus housing.Knowledge, Skills, Abilities and/or Competencies

• Strong knowledge of office practices, procedures, and equipment.
• Proficiency in typing, keyboarding, and editing with high accuracy.
• Advanced computing skills, including proficiency in Microsoft Office Suite, email, calendar, internet, and database programs.
• Strong organizational skills to manage multiple tasks, prioritize conflicting demands, and maintain attention to detail.
• Excellent communication skills, with the ability to interact effectively in person, by phone, and via computer with diverse constituents.
• Proven ability to interpret information accurately, develop appropriate responses, and creatively resolve problems.
• Ability to maintain confidentiality of sensitive information and records.

Physical Demands

• Normal office environment.
• Concentrate for extended periods and organize various information.
• Communicate effectively via telephone and computer to various constituents.
• Occasional need to move and carry up to 20 pounds.
• Driving to perform job related duties.

Is driving a responsibility of this position?YesIs this a Position of Trust?YesDoes this position have operation, access, or control of financial resources?NoDoes this position require a P-Card?NoIs having a P-Card an essential function of this position?NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?YesDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)YesCredit and P-Card policyBe 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 PolicyOffers 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/ResponsibilitiesDuties/ResponsibilitiesCustomer Service

• Serve as the initial point of contact with students, parents, staff, faculty, and other stakeholders who arrive to University Housing in-person or contact the department by telephone, email, or webchat. Respond or refer stakeholders to appropriate University Housing staff in an effort to answer questions, resolve problems, or clarify policy.
• Understand and be able to articulate all assignment and cancellation procedures.
• Compose routine emails/chat communications for current and future students. Maintain communication records and other documentation in accordance to records retention policies.
• Regularly review the departmental website to ensure accuracy of assignments-related information.

Percentage of time60Duties/ResponsibilitiesProcess Management Serve as the lead on (or backup for) various key assignments processes including:

• Emailing communications to students regarding timelines, general information, processes, and issues.
• Serving as the records retention coordinator for the Administrative Services and Communications unit.
• Hiring, training, and supervising student office assistants, including the review and approval of timecards.
• Coordinating the First Year Live-On Requirement (FYLOR) exemption review process.
• Managing the dependent verification process.
• Managing residency verification.
• Authorizing and scheduling reservations for departmental vehicles, including issuance and collection of keys and vehicle hang tags, as well as ensuring vehicles operationally ready.
• Conducting routine audits for housing registrations, contracts, assignments, and miscellaneous charges.
• Placing and removing holds on student records, as necessary.
• Responding to inquiries and creating various reports (e.g., for the U.S. Census Bureau, historical occupancy, and rate information).
• Maintaining office supply inventory and overseeing organization of storage closets.
• Managing the residence hall flyer approval and distribution.

Percentage of time30Duties/ResponsibilitiesOther

• Create, review, and update process documentation, including standard operating procedures and policies.
• Serve on departmental and University task forces and committees as needed, as well as participate in other professional development activities.
• Perform other duties as assigned that are consistent with the purpose and scope of this position.

Percentage of time10