Academic Services Teams
The Office of Academic Assistance provides undergraduate support services and advisement to senior-level students, as well as advisement-related administrative support to departments and undergraduate program directors.
- Provides frontline support for students, faculty, and staff
- Serves as liaison to students, faculty, and the Office of the Dean of Students in the administration of Academic Honesty charges and routing of student complaints
- Provides academic advisement to senior level-students
- Reviews, troubleshoots, and processes course permissions (registration adjustments, prerequisite overrides, and directed readings/independent study)
- Manages and processes course registration, substitution, and review of transfer credit requests
- Fulfills requests for student data queries via Navigate
- Supports/attends department-initiated workshops and information sessions
Director of Academic Assistance
(1 position) This position will assist customers by directing them to the appropriate staff or services. Responsibilities of this position include scheduling appointments for advisors and the leadership team and opening, filing, logging, scanning, and handling materials submitted to the office. The Administrative Coordinator will also provide general information by telephone and email and run and disseminate various reports. They will also assist with administrative activities related to premedical services and other administrative activities related to advisement services. Performs other related duties as assigned.
Coordinator, Student Assistance
(1 position) This position will provide students with direct non-emergency critical incident intervention and student assistance services as they relate to student complaints and academic dishonesty. Examples of Duties: Prepares academic dishonesty charge notification, schedules academic dishonesty hearings, maintains academic dishonesty database. The Coordinator will serve as the liaison between the Dean of Students Office, faculty, staff, and administrators. Develops and maintains a network of key colleagues to assist with the timely resolution of student problems. Collects, analyze, and reports information to be used for College level reports. Assists in special projects. Performs other related duties as assigned.
Academic Advisor I
(3 positions) This position will complete all duties of a full service professional academic advisor. The Academic Advisor I will perform academic advisement functions such as advising, interpreting, and implementing university policies and procedures. The Academic Advisor I will provide administrative support to undergraduate directors related to course substitutions, petitions, and permissions. They will also support undergraduate directors with advisement related events and advisement data needs from Navigate. Academic Advisor I will be familiar with Microsoft Word, Excel, Banner, and have experience with programs similar to Argos, Degree Works, Navigate, etc.
Academic Advisor II
(2 positions) This position will complete all duties of a full service professional academic advisor. The Academic Advisor II will perform academic advisement functions such as facilitating academic program development, advising, interpretation, special project administration, and implementing university policies and procedures. The Academic Advisor II will provide administrative support to undergraduate directors related to course substitutions, petitions, and permissions. They will also support undergraduate directors with advisement related events and advisement data needs from Navigate. The Academic Advisor II will be familiar with Microsoft Word, Excel, Banner and have experience with programs similar to Argos, Degree Works, Navigate, etc.
Academic Advisor III (Lead)
(1 position) This position will complete all duties of a full service professional academic advisor. The Academic Advisor III-Lead will perform academic advisement functions such as facilitating academic program development, advising, interpretation, special project administration, and implementing university policies and procedures. This list position will be designated to support premedical services including, managing databases, workshop and events, and website support. The Academic Advisor III-Lead will provide administrative support to undergraduate directors related to course substitutions, petitions, and permissions. They will also support undergraduate directors with advisement related events and advisement data needs from Navigate. The Academic Advisor III- Lead will be familiar with Microsoft Word, Excel, Banner and have experience with programs similar to Argos, Degree Works, Navigate, etc.
The Office of Graduate Services works in partnership with students, their departments, and the college to provide critical services and resources that support students as they navigate their graduate school journeys.
- Coordinates graduate admissions review and college-level recruitment processes
- Provides services to monitor, track, and promote student retention, progression, and academic program completion
- Develops programming to address the whole student experience, including academic and professional development and individual student grievance management
- Develops and executes internal and external communication plans to inform our varied constituents about important trends, policies or requirements, and to promote our academic programs
- Assists departments with graduate enrollment management and academic program planning by helping graduate programs set and achieve goals that are consistent with the university mission and national best practices
- Provides systematic data collection, reporting and accessibility
- Facilitates onboarding, training and ongoing policy discussions for Graduate Program Directors
Assistant Dean for Graduate Programs
Academic Advisor III
(3-5 positions) This position will act as the primary staff liaison and graduate staff coordinator for typically two (no more than three) departments with either PhD only or PhD and Master’s programs. This position will perform all duties of a full-service professional graduate student advisor for students in the assigned populations. The Academic Advisor III will collaborate with designated graduate program directors on the management of the graduate admissions process. These duties include coordinating the admissions review and evaluation, coordinating department events related to admission and orientation, and coordinating applicant interviews. The Academic Advisor III will also collaborate with designated graduate program directors on the oversight and management of graduate student retention, progression, and completion activities. These activities include course advisement, registration overrides and adjustments, program of study management, pedagogical training requirements, comprehensive and/or qualifying exam management, committee appointments, and graduation audits. Finally, the Academic Advisor III will support designated graduate program directors in maintaining curricular/academic content in the university catalog and graduate program handbooks. This position will not be involved in the general HR functions of hiring/managing Graduate Teaching/Research Assistants.
Academic Advisor II
(Up to 2 positions) This position will act as the primary staff liaison and graduate staff coordinator for 4-5 Master’s programs. This position will perform all duties of a full-service professional graduate student advisor for students in the assigned populations. The Academic Advisor II will collaborate with designated graduate program directors on the management of the graduate admissions process. These duties include coordinating the admissions review and evaluation, coordinating department events related to admission and orientation, and coordinating applicant interviews (if applicable). The Academic Advisor II will also collaborate with designated graduate program directors on the oversight and management of graduate student retention, progression, and completion activities. These activities include course advisement, registration overrides and adjustments, program of study management, and graduation audits. Finally, the Academic Advisor II will support designated graduate program directors in maintaining curricular/academic content in the university catalog and graduate program handbooks. This position will not be involved in the general HR functions of hiring/managing Graduate Teaching/Research Assistants.
The Enrollment Services team works proactively with department administrators and faculty to develop and maintain courses, curricula, and schedules that facilitate student academic achievement and reflect the university’s ever-evolving intellectual diversity.
- Develops course schedule for each term based on faculty input, student demand, and resource availability
- Monitors enrollment throughout registration process and works departments to meet changing student demand
- Coordinates annual course and curriculum/catalog update processes
- Works with department administrators and faculty to ensure timely and accurate grade submissions
- Coordinates textbook ordering processes for the college.
- Collects and provides access to enrollment data for departmental and program-level reviews
- Collects and provides access to teaching information for faculty evaluations and teaching effectiveness analyses
Assistant Dean for Enrollment Services
Administrative Specialist - Curriculum
(1 position) This position will serve as the curriculum and textbook ordering lead for the college. In this capacity, the position will manage the annual course and catalog update process; coordinate meetings of the college faculty Curriculum Committee; train college-level peers and department administrators in the use of Banner, Acalog, Curriculog, and related tools; monitor their progress; and perform secondary data quality checks of courses and catalogs following updates. The position will also manage book ordering processes for the college. Each of the college-level scheduler positions will be assigned 3-4 academic departments to update academic program curricula and courses each year. The curriculum lead will work collaboratively with the scheduling lead to make department assignments. This position will also work with college peers on course scheduling, instruction information collection, and related duties as needed.
Administrative Specialist - Academic
(3 positions) These positions, along with two Administrative Specialist - Curriculum positions, play an equal role in working with academic departments to produce the course schedule each term, update academic program curricula and course each year, assist in the collection of faculty teaching information for annual and promotion-related reviews, and coordinate faculty book orders. Each position will be a peer to the other Administrative Specialist-Academic positions on the team. Each position reports directly to the Assistant Dean for Enrollment Services, with course scheduling activities led by one Academic Specialist-Curriculum and curriculum update activities led by the other Academic Specialist-Curriculum.
Faculty Review Services coordinates and provides support for faculty structured reviews, promotions, tenure on appointment, honorary appointments, and emeritus/a recognition.
- Guides and supports faculty throughout review processes
- Supports review activities of committees, department chairs, and administrators at the college level
- Gathers necessary review materials, including CVs, statements, annual reports, SEI reports, teaching portfolios, etc.
- Provides training and support for creation of digital dossiers
- Maintains faculty records
- Maintains master schedule of projected reviews for every faculty member in the college
- Maintains college and departmental faculty review manuals
- Manages SharePoint site
- Collaborates with faculty affairs and web support staff to maintain website
Associate Dean for Faculty Affairs
Administrative Specialist - Managerial
(1 position) Reporting to the Associate Dean for Faculty Affairs, this position is responsible for managing all structured faculty reviews to keep the College of Arts & Sciences in compliance with college, university, and BOR policies regarding faculty reviews. Reviews include, but may not be limited to, tenure on appointment, credit toward promotion at the time of hire, emeritus status, pre- and post-promotion reviews, annual reviews, and promotion and tenure reviews. This position will supervise at least one administrative coordinator, who is responsible for record management, and will coordinate efforts between the Dean's Office, individual faculty, department chairs, department administrative coordinators, college area committees, external reviewers, and university HR. This position also collaborates with the Dean's Office to review and update promotion guidelines and mechanisms for faculty review as needed.
Administrative Services Teams
The Budget Administration team manages budgets for the academic departments, administrative offices, and some research centers in the college.
- Provides detailed budgetary analysis
- Coordinates daily budgetary activities and workflow of assigned departments, divisions, work units
- Works closely with department chairs to strategize the financial goals of the department
- Forecasts expenses to ensure that funds are expended in accordance with university and grants & contracts guidelines
- Oversees financial management accounts, including: state, department sales & services (DS&S), quasi, residual, indirect, buyouts, and sponsor budgets
- Answers questions relating to budget procedures
College Finance Officer
College Budget Manager
(7 positions) These positions will approve MSS and Panthermart transactions with budgetary line items; prepare Jjurnals and prior period adjustments; advise department chairs and institute directors regarding financial matters; enter maymester and summer payroll; perform budget planning and forecast future spending; develop plans to resolve any budget shortfalls; submit budget amendments and prepares annual budgets; ensure mid-year budgets are on track for the year. Each college budget manager will be responsible for a specific set of departments, centers, and/or administrative offices.
The Business Services team will manage the purchasing and disbursement transactions for the college’s academic departments, research centers, and administrative offices that are funded by state and foundation sources. The team will be responsible for the following:
- Purchasing (PantherMart and Spectrum)
- Vendor invoices and payments
- Faculty and staff domestic and international travel reimbursements
- P-Card transaction approval and maintenance
- Moving and relocation expense processing
- Consultant and independent contractors (hired via Disbursements)
- Contract set up and routing
- Foundation payments and reimbursements (web invoicing, speaker agreements)
- Foundation scholarships, awards, fellowships, emergency loans
- Foundation grants & contracts account set up and budget amendments
- PO and voucher maintenance
James C. Taylor, Jr.
College Business Services Officer
Business Services Coordinator, Sr
These positions will manage the processing of all business services transactions for multiple departments across the college. Essential functions include (but are not limited to):
- First-level approver in workflow for all PantherMart and Spectrum transactions and p-card purchases
- Review, preparation and routing of Foundation contracts and speaker agreements, moving and relocation expense packets
- Travel expense reimbursement guidance for departmental faculty and staff
- Preparation, review and 1st approver of Foundation disbursements and web invoices
- PO and voucher maintenance (current and prior year)
- Each senior business services coordinator will serve a specific set of departments, centers, and/or administrative offices.
Business Services Coordinator
(2 positions) These positions will work collaborate with and support senior business services coordinator positions by performing daily entering of payment requests, punch out/catalog purchases and non-catalog items, travel authorizations and submission in Sharepoint (after trip), change order requests; requesting new vendor adds; Foundation web invoice entry; email notification to users for open POs not invoiced or received.
The Financial Planning and Analysis team will provide detailed financial reporting for each academic department as well as the forecasting and analytical processes that maintain the college’s financial health. The team will work closely with the academic departments and other administrative teams in the college. The team will be responsible for the following:
- Prepares and manages financial reporting
- Performs expenditure review
- Reviews and approves journals
- Reviews and approve prior period adjustments
- Summer budget management and reconciliation
- Funding analysis & forecasting
- Indirect costs/residuals balance report management
- HR/PPGRA reporting & reconciliation
- Budget planning & data management
- Routine and periodic auditing
College Financial Planning and Analysis Officer
(2 positions) These positions will develop reports that link the budget to all other administrative services including, but not limited to, budget administration, human resources, business services, faculty hires, promotion and tenure, and graduate and part time faculty payroll. The Accountant III positions will also complete expenditure review monthly and work with departments across the college to ensure that budgets remain within parameters. In addition, these positions will ensure data accuracy and completeness and maintain financial data records to generate the needed financial information and reporting.
(1 position) This position will be responsible for data mining and merging queries so that the college can have a true picture and tracking of what is in the original budget and all expenditures in the college. This position will work with multiple departments to ensure the correct data is being used and reported through the Spectrum system as well as prior period adjustments.
The college's Human Resources team performs the actions and transactions necessary for hiring and processing faculty, staff, students and graduate students, to ensure timely payments are in the system. The team ensures policy and procedure governed by the university, Board of Regent’s, Federal and State laws related to performance management, recruitment, employee relations and disciplinary actions are in compliance.
- Processes hire transactions for categories of faculty, staff and students
- Ensures that employees are entered into OneUSG for pay
- Ensures graduate students and Part-time Instructors are entered in to the payroll system correctly
- Coordinates and oversees the performance management process in the college
- Manages employee relations concerns in the college
- Manages the creation, reclassification and salary adjustments of positions in the college
- Tracks positons and follows up with the university and the system office
College Administrative Officer
Human Resources Coordinator
(4 positions) These positions will support the following functional areas in the college HR: staff hire and performance management, faculty hire management, graduate and part-time faculty hire management. The Human Resources Coordinator positions will assist multiple departments across the college with all phases of recruitment, documentation, communication, initiation of MSS transactions, and coordination of onboarding for faculty and staff.
Reporting to the department chair, the Department Specialist position performs administrative duties by coordinating the daily operations of a department in the College of Arts & Sciences. This coordination includes daily activities and workflow within the department; serves as a liaison between the department and various college-level teams; attends college meetings; and serves as a reference to students, faculty and staff regarding college academic and administrative functions. The working title is department specialist, and the formal HR job title is Administrative Specialist — Administrative.
The Department Specialist will perform at least some of the following duties:
- Provides administrative support to the department chair/institute director and other departmental administrators
- Routes and tracks tasks to administrative and academic services teams
- Schedules department classroom and meeting spaces
- Assists with student engagement events as needed
- Coordinates student awards and scholarships within the department
- Coordinates equipment maintenance as needed
- Coordinates the department internal control policies and procedures
- Supports the department website and social media as needed
- Supports department practicum/internship coordination as needed
- Supports data collection for the department as needed
- Supports department student organizations as needed
- Assists department’s Director of Graduate Studies with graduate research and teaching appointments
- Assists with the planning of meetings, conferences and events
- Supervises student assistants
- Attends regular college-wide meetings as needed
- Performs other related duties as assigned by the department chair (TBD)
The specific job duties for each Department Specialist position are being developed by the department chairs in consultation with the dean's office. These department-specific position descriptions will be shared and discussed during the informal interviews. If you have questions about a specific department's expectations for the Department Specialist, please use the contact information below to get in touch with that unit's chair or director. General questions about the position may be directed to John Augusto.