Administrative Assistant to Dean III

The University of North Georgia is currently accepting applications for an Administrative Assistant to Dean III on the Dahlonega campus. This position coordinates business operations and administrative processes for the College of Health & Wellness, including the management or analysis of: budgets, travel, hiring, personnel, and administrative workflows. Develops and maintains budgetary control processes, procedures in accordance with the university policy for contract development, travel, inventory control, and purchasing. Regulates adherence to and implementation of University policies, procedures, deadlines, etc. Supports financial and academic data collection and reporting for accreditation, grants, academic services, and so forth. Provides administrative support to the Dean. Coordinates communications, record keeping, and college and departmental initiatives/events. Manages projects and events in support of the Dean's goals, working with internal and external partners.

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 P-card renewal.

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.

Responsibilities

• Manage/analyze internal and external budgets for College of Health & Wellness, totaling approximately $8 million; includes oversight & report compilation for accounts related to personnel, operating, travel, grants and contracts, MOUs, foundations; Coordinate invoicing and reporting for collaborative programs; Process/monitor all expenditures related to hiring, travel and reimbursement, grant and contract allocations, invoices, purchase orders, requisitions, and purchasing card activities; Aid in coordinating the strategic allocation of funds across the college; Prepare all budget amendments for the college. Aid Dean in developing financial strategies to support college priorities; Create/maintain fiscal/administrative records for the college; Regulate policy compliance and ensure deadlines are met. Manage all hiring for the college: process personnel and employment documents related to: job postings and approvals, hiring proposals, PAFs, part-time and overload compensation, contracted employment, joint staffing, student workers, and graduate assistants. Coordinate interview schedules and accommodations for faculty recruitment.
• Analyze schedules, faculty workload, and overload compensation. Monitor/process all travel authorizations, arrangements and reimbursements for the college. Maintain receipts/records as purchasing card holder, including the tracking of all orders placed and performing monthly reconciliations in Works. Manage the ordering and inventory of general office supplies and other approved purchases for the Office of the Dean. Order/track course materials, equipment and supplies. Develop/maintain budgetary and administrative control processes for the college. Coordinate complex fiscal and administrative processes, projects and communications. Works closely with department chairs and staff to ensure the accurate and timely completion of tasks and standardized/annual processes. Supervises student employees.
• Assists Dean with financial and contractual operational duties in regards to personnel management processes for the College of Health & Wellness, including contract preparation and payment processes. Performs monthly reconciliation for payroll accounts within the college.
• Coordinate all college communications and events, to include: maintaining the website, producing the annual newsletter, planning events, retreats, and activities (room scheduling, drafting agendas, entering catering requests, etc.). Provide office administration to include: managing the Dean¿s calendar and appointments, coordinating meetings and communications, and preparing monthly mileage reimbursements; creating a variety of complex documents and presentations using word processing, spreadsheets and desktop publishing software; responsible for managing area supplies, equipment and mail. Provide administrative assistance to the Associate Dean(s). Support the college leadership team: arranging meetings, recording and archiving minutes, supporting projects/events coordinated by directors, coordinators, etc. Support matters related to the Advisory Council: coordinating annual events, communications and so forth. Maintain office, program and faculty records (relating to accreditation, licensure, promotion and tenure, annual evaluations, etc.). Provide project support.
• Perform other duties as assigned.
  

Knowledge, Skills, & Abilities

• Knowledge of complex administrative and budget practices including advanced knowledge of Banner System, OneUSG, Microsoft Office applications.
• Excellent written and verbal communication skills; data analysis and reporting experience; excellent organizational, time management, customer service, and project management skills.
• Must be detail-oriented.
• Must have the ability to manage multiple individual and team-driven tasks concurrently.

Required Qualifications

• Bachelor's degree
• Four years of administrative experience (preferably in a senior-level administrative support role, and in the field of higher education)
• Or an equivalent combination of education and experience required.

Preferred Qualifications

• Four years of experience with academic budget management and analysis including developing and managing budgetary control processes, inventory controls, purchasing, travel, contract preparation, personnel hiring and management preferred.

Proposed Salary

Minimum Starting Salary: $54,778

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 .

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.