Administrative Associate II

University of Georgia • Athens, GA

79d

About The Position

This Administrative Associate II position is responsible for tasks related to the Department of Nutritional Sciences' undergraduate programs and assisting NUTR's Extension Specialists in the College of Family and Consumer Sciences. This work includes supporting staff for the Communications Committee and Curriculum Committee; assisting with curriculum planning; and providing staff support to directors of undergraduate programs. In addition, this individual will assist in handling departmental front office duties; inventory for the department; administrator of our departmental email account; along with other duties as assigned. This position will report to the Assistant to the Department Head in the Department of Nutritional Sciences.

Requirements

• High school diploma or equivalent.

Nice To Haves

• Knowledge of UGA systems preferred.
• Previous administrative experience preferred.

Responsibilities

• Determine the course offerings and course schedules each semester in consultation with DH and Undergraduate Coordinator.
• Review/adjust course offering times to ensure maximum enrollment and prevent course offering overlap with other courses inside and outside department.
• Analyze course offerings based on student enrollment to identify need for additional sections.
• Determine needs of instructional courses and make appropriate requests based on class size, instructional needs, course design and provide justification for requests of specially equipped rooms as needed.
• Process departmental room reservation requests for meetings, such as student committee meetings and student thesis/dissertation defense, presentations, workshops, etc.
• Maintain course syllabi for all courses offered and load syllabi into University's syllabus system to ensure compliance with University policy.
• Maintain UGA bulletin major and minor requirements for department and update as necessary per program directors.
• Work with program directors to ensure courses in program of study are appropriate.
• Work with program coordinators and department head to forecast enrollment and course needs based on enrollment in departmental programs, student programs of study, time constraints for programs.
• Work with program directors, instructional faculty, and academic advisor to assist with changes to curriculum.
• Verify potential changes will not negatively impact existing curriculum prior to bringing to committee.
• Monitor student registration to ensure course enrollment minimums are met.
• Type reports and correspondence; a variety of newsletters, publications, articles, tables, class handouts; confidential material for assigned specialists.
• Assemble packets for various training sessions.
• Perform data entry from a variety of collection instruments, including program evaluations from state and county faculty using various programs/software.
• Prepare purchase orders and check requests. Order binders, indexes, folders and other supplies.
• Answer telephone, respond to questions and requests, take messages and forward information or caller to appropriate individuals.
• Prepare brochures, agendas, conference programs, and presentations. Coordinate preparation and distribution of regularly scheduled, targeting mailings, facilitate collating, packaging and distribution of materials.
• Assist specialists with travel arrangements.
• Gather student learning outcomes data each semester for yearly reporting.
• Work with the program coordinator, program directors, and Office of Accreditation and Institutional Effectiveness to ensure student learning outcomes are in line with best practice standards.
• Provide support for faculty to create questions designed to assess indirect measures of student learning and embed in end of course instructor evaluation distributed at the conclusion of each semester.
• Compile and retain indirect measure data from end of course evaluations. Load end of course evaluations in Qualtrics each semester and distribute the course evaluation links to faculty.
• Review end of course evaluations to ensure the department is assessing courses consistently and that the questions are relevant to the learning outcomes assessed.
• Generate degree completion reports at the end of each semester in order to provide verification statements to students and for mandatory record retention.
• Work with the program director to ensure post-baccalaureate students can register for required DPD courses by granting various course registration overrides.
• Retain syllabi for DPD programs to show compliance with required reporting and information distribution to enrolled students.
• Track student completion and communicate with faculty to ensure high response rates.
• Coordinate efforts to increase low enrollment majors.
• Calculate, format, and compile data for DH, Associate Dean for Academic Programs, and Instructor use.
• Monitor student feedback for areas of concern and share relevant information and suggested modifications with departmental program coordinator and DH.
• Assist the chair of the Alumni Relations committee, including attending meetings and taking minutes; assisting chair with travel arrangements for alumni visits; planning and coordination of fall and spring alumni events.
• Load courses each semester with appropriate enrollment caps, waiting list functionality, and course restrictions.
• Enter student course overrides during registration periods and assist with registration troubleshooting.
• Access departmental data and pull reports that are needed such as student enrollment, course offerings, course enrollment, student registration permit overrides, graduate reports, unofficial transcripts, etc.
• Greet and assist guests, answer phones, receive and distribute mail, order office supplies as needed, compile reports/documents as needed.
• Support/back-up for Assistant to Department Head.
• Administrator of departmental email account.
• Manage equipment database and annual inventory review.

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: High school or GED