Academic Services Professional- Alec

Position Information

Classification Title Academic Services Professional FLSA Exempt FTE 1.00 Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Experience with Banner, Argos, Athena, 25Live, UGAmart, OneSource, Slate, GradStatus and UGAJobs. Experience working in higher education.

Position Summary

This position provides academic, administrative, and financial support for graduate and undergraduate programs in the ALEC department. The position will include duties such as attending and contributing to College-level recruitment meetings, assisting in planning and tabling at recruitment events (may require travel), serve as contact for department to meet with perspective students and giving tours, course scheduling, classroom reservations, orientations and academic retreats, including planning for perspective student travel needs and day-of logistics. Additionally, this position will provide support to department undergraduate and graduate program coordinators, process grad student applications via Slate, manage graduate records, initiating position requests, posting requests and hiring proposals in UGAJobs for all student positions including offer letters.

At times, the incumbent will act on behalf of the department; therefore they will know all aspects of the department and majors. To accomplish these diverse and important duties, the incumbent will have excellent organizational skills, use sound judgement when working without supervision, and work well with others both externally and across campus. This incumbent is essential to the mission of the department in providing excellent customer service to constituents and maintaining a highly organized academic department.

Knowledge, Skills, Abilities and/or Competencies

• Experience in Banner, Argos, Athena, 25Live, UGAmart, OneSource, Slate, GradStatus and UGAJobs.

• Experience working in higher education.

• Knowledge of how the University of Georgia operates including policies and procedures of the College and Department.

• Knowledge of management practices and principles.

• Knowledge of budgetary policies and procedures.

• Detailed oriented and well organized.

• Ability to work accurately and independently, as well as with a team.

• Ability to maintain confidentiality and handle sensitive information.

• Ability to manage several project simultaneously and meet deadlines.

• Ability to operate general office systems and equipment.

• Ability to understand complex information, define and problem solve.

Physical Demands

Sit at desk for extended periods of time.

Lift items up to 20lbs.

Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? Yes Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

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 Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Academic Support:

• Provide administrative support for the Departmental undergraduate and graduate program.

• Utilize UGA and Graduate School systems to maintain student records and manage student acceptance into the program.

• Connect existing students with internship opportunities and assist with registration, removal of advising holds and the completion of MOUs with internship sites. Assisting with class registrations, and responding to student queries about assistantships, etc.

• Advise students by providing information on both ALEC as well as Graduate School academic procedures, policies, guidance, and problem resolution.

• Administer student support to enrolled and prospective students with graduation processing, withdrawals, information sessions, receptions, and student orientations.

• Supports the Graduate Coordinator through application and admittance processes, schedules appointments/interviews, responds to questions in an accurate and cordial manner from graduate students and applicants regarding ALEC programs and policies, and providing general administrative support. These duties will also include coordinating the admission of ALEC graduate student applications via Slate, managing all related graduate records, forms, and correspondence via email and GradStatus, creating graduate student assistantship offer letters annually.

• Initiates position requests, posting requests, and hiring proposals in UGAJobs for all student positions on the Athens and Tifton campus.

• Responsibility includes obtaining necessary paperwork with College Leadership's approval for hires.

• Manages and coordinates onboarding and HR related tasks for hiring new student workers and graduate students.

• Coordinate with Department Head and faculty regarding offered courses and ensure that all courses, including those cross listed with other departments, are entered into the course scheduling platform.

• Uses Banner or current UGA platform to maintain or modify department course offerings as directed in a timely and accurate manner.

• Communicates effectively with faculty, staff, and students to obtain faculty authorization of overrides and permissions to activate in Banner.

• Perform curricular duties such as loading courses for all prefixed classes, coordinate course loading between extended campuses in Tifton, coordinate classroom scheduling for all in-person classes, conducting course evaluations each semester, manage and organize course evaluation data collection, maintaining curricular files and composing curricular reports, assisting faculty members in submitting new courses and course change requests in CAPA system.

• Follows UGA guidelines on managing and reserving classrooms for ALEC courses.

• Handle the POD clearances and create all research and thesis/dissertation courses for each major professor.

• Compile the data required for reporting learning outcome assessments and assist the Department Head, Graduate Coordinator and Undergraduate Coordinators in creating reports.

• Attend and contribute to College-level recruitment meetings and help plan and table at recruitment events (some of which may involve travel).

• Organize and schedule meetings, seminars, conference calls, orientations and teaching-related retreats, including making arrangements for rooms, breaks, meals, hotels and other duties associated with planning and on-site execution of various meetings.

• Coordinate with faculty at both Athens and Tifton campus. Arrange seminar and classroom location and provide remote teaching technology support for both campuses.

Percentage of time 50 Duties/Responsibilities

Financial and Administrative:

• On behalf of the Department, create purchase orders for conference and retreat planning, promotional items as well as general supplies, etc. Conduct regular trainings for both existing and onboarding students on travel policy and expense processing.

• Enter tuition waivers for the students in consultation with the Business Manager.

• Comply with budgetary guidelines for the Department as outlined by the Business Manager and Department Head for the Department of Agricultural Leadership, Education and Communication (ALEC). Examine accounting documents for accuracy and compliance with policies and procedures. Review records of receipts and disbursements. At the direction of the Business Manager, process accounting transactions actions or adjustments.

• Manage the graduate student handbook, including updating relevant information, adding new content and working with the Department Head and Graduate Coordinator to identify improvements. Manage departmental travel award and the distribution of scholarships to students. Award student departmental scholarships. Provide the Department Head with student data reports.

• Maintain technology and general upkeep of graduate student office equipment and office space and work with the department admin by providing information for desk assignments and/or laptop checkout.

• Provide information to web content manager to maintain graduate and undergraduate webpages in assistance with Grad and Undergrad coordinators.

• Advise students by providing information on both the department as well as Graduate School, academic procedures, policies, guidance and problem resolution. Administer student support to enrolled and prospective students with graduation processing, withdrawals, information sessions, receptions and student orientations.

• As needed, examine documents submitted for travel reimbursements for accuracy and compliance with policies and procedures; review records of receipts and disbursements.

• Provide support and training for graduate and undergraduate students for travel authorities and expense reports.

Percentage of time 40 Duties/Responsibilities

Other duties as assigned.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Marjan Griggs Recruitment Contact Email mjgriggs@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

• List of References with Contact Information

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.