Administrative Assistant to Dean III

About Us

Located in the fastest-growing region of the state, the University of North Georgia is a multi-campus university with an enrollment of over 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 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.

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