Program Support Specialist For Greek Life

Position Information

Classification Title Office/Clerical Lead FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications Position Summary

Reporting to the Director of Greek Life, the Program Support Specialist serves as the sole administrative and financial support for the Greek Life Office while also contributing to the overall success of unit-led programming and services. This position will be the principal point of contact and the liaison with internal and external stakeholders for the Greek Life Community.

The Program Support Specialist responds to inquiries related to policies and procedures and ensures execution for all Greek Life social events, recruitment activities, membership intake, and other office programming and activities. This position is also responsible for managing and advising office personnel related to financial and administrative policies of the Division of Student Affairs and UGA. Work responsibilities involve independent interpretation of policy and procedures and some discretion on actions to be taken. This position frequently deals with issues of a highly confidential nature and will use discretion effectively. This is considered a position of trust.

Knowledge, Skills, Abilities and/or Competencies

• Ability in developing effective working relationships with university students, faculty, staff, alumni, administrators and the community.

• Time management skills and ability to prioritize projects.

• Organizational skills. Understanding of the importance of accuracy in calendar management, budget reporting, and communication (both verbal and written).

• Interpersonal and communication skills.

• Ability to interpret, communicate and implement UGA fiscal policies and procedures.

• Ability to analyze and reconcile financial data.

• Ability to work calmly under deadlines and manage competing priorities.

• Ability to keep sensitive information secure and confidential.

• Experience in fiscal management, assessment and evaluations.

• Ability to create, compose and edit written records.

Physical Demands

Sitting at desk/computer for extended periods.

Lifting/carrying up to 50lbs.

Is driving a responsibility of this position? No 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? No 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

Administrative and Budget Support

• Serves as sole administrative and financial support for 6 full time professional staff members and 2 graduate assistants including purchasing, calendar scheduling, communications management, research, travel, reimbursements, etc.

• Provides administrative support to director related to employee evaluations, travel, budget preparation, and event planning.

• Generates reports, spreadsheets, and other diagnostic tools for use by the office, including semester grade reports. The position manages membership rosters for 65 student organizations used for grade reporting and engagement reporting. Handles all data entry in Banner for changes and updates. Schedules and Conducts meetings with fraternity and sorority officers to update and maintain accuracy of rosters.

• Prepares letters, reports, records, and other related documents from rough drafts and corrected copies; proofreads completed materials and makes corrections. These documents include sensitive and confidential matters pertaining to discipline and legal affairs of fraternities, sororities, and individuals.

Percentage of time 50 Duties/Responsibilities

Finance and Operations Maintenance

• Maintains office operations, orders supplies, and schedules facilities. Handles office machine maintenance and contracts.

• Initiate, review, and submit appropriate documentation within the UGA Financial Management system including those related to UGAmart, Travel & Expenses, Budget Reporting, Payment Requests, and journal entries on behalf of the GLO staff.

• Completes and submits all paperwork related to donations to UGA Foundation accounts, scholarship awards, reimbursements, and all financial distributions.

• Posts expenditures and deposits daily to the online department ledgers for state accounts (Greek Life Office) including Departmental Sales Service accounts (IFC and Panhellenic).

• Supports monthly account reconciliation for 5 Agency Accounts: UGA Miracle, Student Food Pantry, NPHC, MGC, and Order of Omega. File corresponding documents and maintain secure, auditable files. Monitor accounts and work with Student Affairs Director for Finance to remedy issues as they arise. Balance all accounts to UGA Financial Management System reports.

• Serve as the delegate authority for all GLO staff, and process staff travel authorities and reimbursements.

Percentage of time 25 Duties/Responsibilities

Communication & Student Employment

• Interviews, hires, and supervises student worker Program Assistants (4) including Program Assistant for Membership & Administration and Program Assistant Communications.

• Oversees general office communication including listserv management, social media content development and website news stories. and assigns tasks to them.

• Responsibilities include approval of timesheets and completion of position management tasks in UGA Jobs and the Federal Work Study systems.

Percentage of time 15 Duties/Responsibilities

Event Management

• Manage logistical support of including scheduling facilities for Greek Life Office signature events including Primary Recruitment for IFC and Panhellenic, Greek Award Ceremony, Finals with Friends, Community Blood Drives, Greek Life Office Staff Development, Greek Life & UGA Athletic events.

• Attends and oversees execution of day of event details.

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 Joshua Welch Recruitment Contact Email joshua.welch@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

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.