Job ID: 237906
About Us
Welcome to one of the most dynamic universities in the nation.
Since 1906, UWG has been home to those who are eager to take their own path, learn, and grow. With more than 13,400 students and 85+ programs, we’ve come a long way since then. Today, we’re a regional powerhouse with locations in Carrollton, Douglasville, and Newnan, Georgia, making a difference in the lives of our students, our neighbors, and the world. The one thing that’s never changed: Amazing things happen when you Go West.
Becoming UWG
Becoming is about what we grow to be. UWG is positioning for Success in the 21st Century, introducing Strategic Priorities to help shape a comprehensive blueprint for our university. Relevance, Competitiveness and Placemaking serve as the pillars for the future of the institution. Learn more at https://www.westga.edu/becominguwg/index.php.
UWG Commitment Statement
Dedicating ourselves to the curation of a first-choice university.
Job Summary
The primary purpose of this job is to work with the department chair to effectively coordinate operations related to the management and budget across multiple programs within the department. This includes oversight, records management, and reconciliation of all departmental expenses such as department and program budgets, grants, contracts, and professional development funds. The job also entails working with the chair and programs with the day-to-day management of the entire department and its multiple programs which includes, but is not limited to, purchasing, course scheduling, arranging meetings and events, department travel, field trips, hiring of students, staff, and faculty. The position serves as a first point of contact in handling many student questions and will guide students in the right direction. The position also directly supervises office student assistants.
Responsibilities
Budget
- Compile, evaluate, monitor, consolidate, report, and coordinate complex budgets
- Manage and reconcile the budget for all Departmental accounts across multiple programs
- Operating with significant latitude and within a general budgetary framework established by the Department Chair, coordinate and make autonomous decisions for purchasing and procurement
- Assist in the preparation and processing of travel authorizations and expense statements/reimbursements for department faculty, staff, and students; assist and advise the Department Chair in budget development & planning; assist with budgets and reporting for faculty grants and contracts
- Develop, maintain, and manage forms and elaborate spreadsheets related to these areas
- The department’s annual budget and procurement activities routinely involve varied, complex, and unique situations
Purchasing
- Provided direct support to the department chair, program coordinators, lab coordinators, and faculty for the purchasing, receiving, and tracking of items related to department and program supplies, class and lab related equipment, software, and consumables, grants, and professional development
Personnel
- Serve as primary liaison to administrative units within the university involving personnel matters
- Aid with processing hiring documents; organize and manage personnel record
- Hire and supervise office student assistants exercising independent judgement with the authority to hire, fire, evaluate and manage work schedules
Administrative
- Coordinate and/or assist with various miscellaneous department and program activities, class and lab offerings, and office processes across multiple programs and buildings
- Monitoring supplies, scheduling and organizing meetings and events; arranging department travel and field trips for faculty and students, reserving necessary transportation and lodging
- Help prepare documents for travel reimbursement for faculty and student employees
- Developing and maintaining various records some of which are confidential
- Creating and distributing documents and other correspondence
- Assist the chair with other duties as assigned.
Student Services
- Serves as the first point of contact for the department and program for many academic student issues; answering questions via phone or email; direct students to appropriate office or individual.
Required Qualifications
Educational Requirements
High school diploma or GED
Required Experience
A minimum of four years administrative experience in supporting and/or managing varied aspects of day-to-day operations and long-term projects in an administrative office.
Experience working with complex systems (e.g., PeopleSoft and Banner).
Preferred Qualifications
Preferred Experience
- Higher education experience in an administrative office
- Three to four years experience coordinating and managing procedures related to: departmental budgeting and budget planning, accounts reconciliation, purchasing and procurement, and employee expense and travel reimbursements. Solid understanding of basic accounting principles and basic algebra.
Proposed Salary
$17.14 – $19.74/ hourly
Knowledge, Skills, & Abilities
- Must be able to work independently with minimal supervision; be proactive in learning, quickly adapting to, and seeking out new tasks in order to improve department operations; and be able to independently seek assistance/knowledge when necessary.
- Demonstrates strong time management skills and ability to prioritize multiple simultaneous tasks.
- Must be able to independently manage various administrative procedures (i.e., forms, budgets, maintaining databases) with a strong attention to detail.
- Must be highly proficient with standard office productivity applications including Microsoft Excel and Word and/or Google’s G Suite and be able to develop various spreadsheets and documents independently without training.
- Ability to effectively communicate orally and in writing; demonstrates a positive and proactive attitude toward the workplace and’as a ‘face to the department” to students, faculty, staff, and visitors.
Conditions of Employment
Please be advised that should you be recommended for a position, the University System of Georgia Board of Regents policy requires the completion of a background check as a prior condition of employment.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, codified at 20 USC 1092 (f) as a part of the Higher Education Act of 1965, is a federal law that requires colleges and universities to disclose certain timely and annual information about campus crime and security policies.
It is always the policy of the University of West Georgia Police Department to provide to the public an annual campus security report and comply with the federal law known as the Clery Act.
Equal Employment Opportunity
It is the policy of the University of West Georgia to follow federal law in regards to affirmative action and equal opportunity. The University of West Georgia.s affirmative action program and related policies are developed in compliance with Executive Orders 11246 and 11375, as amended; Title VII of the Civil Rights Act of 1964; the Rehabilitation Act of 1973 (Sections 503 & 504) and the Americans with Disabilities Act of 1990 (Title II) and their implementing regulations; the Age Discrimination in Employment Act of 1967; and the Vietnam Era Veterans Readjustment Assistance Act of 1974, as it amends 38 U.S.C. 4212.
It is the policy of the University of West Georgia to follow federal law in regards to affirmative action and equal opportunity. The University of West Georgia’s affirmative action program and related policies are developed in compliance with Executive Orders 11246 and 11375, as amended; Title VII of the Civil Rights Act of 1964; the Rehabilitation Act of 1973 (Sections 503 & 504) and the Americans with Disabilities Act of 1990 (Title II) and their implementing regulations; the Age Discrimination in Employment Act of 1967; and the Vietnam Era Veterans Readjustment Assistance Act of 1974, as it amends 38 U.S.C. 4212.
When you “Go West,” you become part of a culture that embraces diversity and inclusion, recognizing the valuable contributions of each of our faculty, staff, and students. Our individual differences lend us a collective strength that also serves as an expression of our values and beliefs. We value every member of our community not in spite of but because of our differences in age, color, creed, education, ethnicity, gender expression, national origin, physical and cognitive ability, race, sex, sexual orientation, socioeconomic class, and veteran status.
