Administrative Assistant III Position Available In Alachua, Florida

Administrative Assistant III
University of North Georgia, United States
36 minutes 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 Georgia is accepting applications for Administrative Assistant III position. Located at the Gainesville campus, the position provides administrative initiative, support, and coordination across five campuses to the College of Arts & Letters. The position handles classroom scheduling year-round, including the summer sessions, handles paperwork for students, faculty, the Associate Dean, Dean, Department Heads, and Associate Department Heads, and serves as the college’s first and main point of contact for students, faculty, staff, and the public at the Gainesville campus. The person in the position has a p-card and purchases supplies and manages the main workroom at the college’s Nesbitt Building. Experience with budgets and purchasing is essential. This position also serves as the approver for designated classrooms and conference rooms in the Nesbitt Building.
Maintain and track college and departmental personnel, operating, and travel budgets. Coordinate and place purchases for classes, using purchasing card and purchase requisitions. Reconcile purchasing card, prepare and submit all paperwork for purchases, payment implementation, and payroll. Work with the Assistant to the Dean to track expenditure for the college.
Maintain fiscal, administrative, and academic records, reviews, reports and forms for accuracy and completeness. Prepare college and department employment requisitions, agreements, and Personnel Action Forms. Prepare and distribute correspondence, agendas, reports, college and departmental minutes, and other documents; compile data and create reports for the college and entire departments. Assist with travel authorizations and reimbursements.
Work with the Associate Dean, Dean, Department Heads, and Associate Department Heads to create the semester and summer schedules in Banner, cross-check room assignments and times, and resolve scheduling conflicts between departments and colleges.
Advisement and communications: Manage inquiries on degree programs, screen and direct callers and visitors, taking and forwarding messages. Maintain current student and faculty email distribution lists and send important information and reminders to majors, minors, groups of faculty and other constituents. Work closely with other colleges concerning course scheduling, use of classrooms and conference rooms, and office assignments.
Submit work orders to plant operations, key requests, and IT or other university entities for work needed within the college and departments.
Register and assist students in scheduling classes, track changes in student numbers and update academic records for students. Registering qualified students in associate pathway programs in 3000 level courses for the colleges and departments on the Gainesville campus.
Help faculty organize and execute numerous college and departmental events, such as hosting conferences and symposia, guest speakers, study abroad fairs, visiting scholars, and student club events. Design, create and procure printing of programs, fliers and posters that advertise events sponsored by the college and departments.
Design, maintain and update hallway boards for current events, publicity for study abroad opportunities as well as scholarship and honor society application information. Maintain and update college and department display cases. Provide supervision and training to student workers and complete other tasks as needed.
Knowledge, Skills, & Abilities
Knowledge of office practices, procedures, systems and equipment. Requires a basic knowledge of grammar, spelling, punctuation and mathematical functions like percentages, ratios, etc. Skilled in Microsoft products (such as Word and Excel) and other office software. Ability to prioritize tasks; ability to maintain records and gather and process information for reporting.
Must have the ability to maintain confidentiality of student and departmental records of a sensitive nature. Must be discreet in working with faculty and student issues.
Strong oral and written communication skills; excellent interpersonal and teamwork skills; knowledge of and experience in making domestic and international travel arrangements; have the ability to respond calmly and maturely in moments of stress. Able to encourage and assist students in meeting their scheduling goals for graduation.
Bachelor’s degree or equivalent combination of education and experience required.
Five years of clerical/administrative experience or an equivalent combination of education and experience.
Experience with procurement, budget reconciliation and scheduling preferred.
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 usg/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 usg/policymanual/section6/C2653 .
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 ung/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 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 requires 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.
Position of Trust + Education & Credit