Administrative Assistant IV

Administrative Assistant IV Job Summary

The University of North Georgia is accepting applications for an Administrative Assistant IV on the Dahlonega campus. This position provides administrative initiative and support to the Department of Criminal Justice, which currently offers two major programs in criminal justice and criminal justice with a forensics concentration, one associates program, one graduate program, one Ph.D. program. S/he is responsible for class scheduling year-round, including internships‑handles paperwork for students, faculty, and the Department Head (DH), serves as the department's first and main point of contact for students, faculty, staff, and the public.

Importantly, s/he serves as the co‑, subordinate, or stand‑in DH for the purposes of advisement, budget tracking and management, on‑ and off‑campus functions in recruiting, advising, and liaison/spokesperson in a demanding, complex, and diverse department that requires a high level of competency and sensitivity.
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 Pcard renewal.

• Develop, design, and maintain various databases and on‑going files for the department. Generate and analyze reports used in designing course rotations, class schedules, honors selections, and advising loads among other projects as needed. Present infographics and spreadsheets showing trends, changes, and other data across a wide variety of metrics. Maintain and track departmental operating budgets and public safety academy lab fees for all campuses.
  
  Coordinate and place purchases for all materials, supplies, and equipment using purchasing card and purchase requisitions. Predict trends and projected costs for budget management. Track spending, reconcile budget and purchasing card balance, prepare and submit all paperwork for purchases, payment implementation, and payroll. Represent the department with vendors for purchasing of equipment and supplies.
• Maintain all fiscal, administrative, and academic records, departmental meeting minutes & policies, review reports and forms for accuracy and completeness. Initiate all department employment requisitions and prepare Personnel Action Forms across all campuses. Prepare Contract Addendums and enter all Extra Comp data. Prepare and distribute correspondence, agendas, reports and other documents; compile data and create reports for the entire department across all campuses.
  
  Organize faculty travel and assist with travel authorizations and reimbursements. Assist in the hiring process and file all paperwork for new employees.
• Working with the DH, create the departmental semester and summer schedules, cross‑check room assignments and times, resolve conflicts both within the department and in collaboration with key interdisciplinary partners in International Affairs, Political Science, History, English, Psychological Science, Sociology, Spanish and Modern Languages, as well as with the Colleges of Business and Education. Assist with registration (over‑rides, internships, Public Safety Academy Labs).
  
  Maintain waitlist for the department. Maintain departmental calendar.
• In the absence of or in cooperation with the DH, serve as a program advisor for all 800+ students in the major. This includes managing inquiries on Criminal Justice degree programs on all campuses, screening and directing callers and visitors, taking and forwarding messages. Maintain current student and faculty email distribution lists and send important information and reminders to constituents.
• Assign student academic advisors for Criminal Justice majors in Banner, register and assist students in scheduling classes, track changes in student numbers and update academic records. Check and update Plans of Study and Military 104R
  ¿ s. Check GPA and pre‑req requirements each semester. Assist faculty advisors in identifying top students for awards.
• Help faculty organize and execute Criminal Justice events, such as Criminal Justice Field Day, Open House, visiting speakers, etc. Manage inquiries…