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.

Job Duties/Responsibilities

(50%) 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.

(25%) 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.

(15%) 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.

(10%) 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.

EEO Policy Statement

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

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.