GA Program Coordinator

GA Program Coordinator

JOB SUMMARY  

Coordinate, manage and transact all functions of the University Graduate Assistant Program

ORGANIZATIONAL RELATIONSHIPS 

Reports to: Director of Human Resources 

Supervisory Responsibility: N/A

Indirect Supervisory Responsibility: N/A

ESSENTIAL DUTIES - May include, but is not limited to the following: 

• Oversee the GA program in conjunction with Human Resources and the CFO.
• Accurately track and manage all positions within the GA program, ensuring the overall program remains within budget.
• Communicate directly with hiring managers at various levels across the university regarding the GA program, vacancies, policies, procedures and hiring processes.
• Review proposals by hiring managers for requests for new GA positions within the department. Review and make final determinations in collaboration with the CFO.
• Communicate directly with the registrar and enrollment offices to confirm graduate student application status and program approval requirements have been met.
• Manage the GA budget and all available GA positions for approval by the CFO each academic year. 
• Review and approve submitted requisitions for GA positions via the HRIS system.
• Review and approve submitted offer letters to approved candidates via the HRIS system, ensuring all graduate assistant requirements have been met prior to offer extension.
• Other hiring and recruitment processes, tasks and data management tasks 

ADDITIONAL/NON-ESSENTIAL DUTIES 

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position.  Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

 LOCATION 

Main Campus Hybrid (some remote, some main campus, and/or some other physical location)  

Qualifications

EDUCATION   

Required Education:

Bachelor's in business, human resources, education or other related field

Preferred Education:

Master's in business, human resources, education or other related field

LICENSES/CERTIFICATIONS

N/A

EXPERIENCE 

Required:

Demonstrated administrative experience in student services, higher education or human resources.

Preferred:

At least two years of HR systems or student information systems experience in higher ed is strongly preferred.

Accounting and budget experience is a plus.

A minimum of three years of demonstrated supervision or ownership of a project or program is highly preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Confidentiality: A strong understanding of the importance of discretion when handling sensitive employee information. 
• Communication: The ability to communicate effectively with various levels of staff, both orally and in writing.
• Organization and Time Management: The ability to manage multiple tasks and deadlines, such as scheduling interviews and coordinating onboarding activities.
• Attention to Detail: Ensuring accuracy in documentation, data entry, and record-keeping.
• Problem-Solving: The capacity to handle issues that arise with employee relations or processes.
• Interpersonal Skills: The ability to interact professionally and courteously with a wide range of people. 
• Technical: Proficiency with computers and software, such as Microsoft Office and Google Suite, as well as other business tools.
• Analytical: The ability to interpret and use information, for example, in analyzing data for reports or identifying trends.
• Teamwork: The capacity to work cooperatively with other members of the HR team and the larger organization.
• Adaptability: The flexibility to handle a variety of HR tasks and changing priorities. 

 Preferred:

• HR Functions: Understanding of core HR areas like recruitment, onboarding, payroll, benefits, and employee records.
• Familiarity with with Student Information Systems, specifically Jenzabar 
• Experience with Human Resources Information System, specifically Paycom

WORK ENVIRONMENT 

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. 

• This position is considered non-essential for the purposes of Emergency Response.

Physical Requirements: 

• Office Environment: Ability to work primarily in an office setting, which involves sitting for extended periods.
• Computer Use: Proficiency in using computers for various tasks, which requires hand-eye coordination and manual dexterity for typing and handling office equipment.
• Communication: Strong verbal communication skills for meetings, presentations, and interactions with staff, students, and parents.
• Mobility: Capability to move around the office and campus as needed for meetings and events.
• Lifting: Occasionally lift and carry items such as files, documents, or small office equipment weighing up to 20 pounds.
• Visual Requirements: Ability to read and interpret data on computer screens and printed documents.
• Hearing and Speaking: Adequate hearing to participate in conversations and phone calls, and clear speaking ability for effective communication.

Travel:

None

Schedule:

Monday through Friday, 8 am to 5 pm (or as directed by the supervisor)

TRAINING

All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period, the employee can transition to regular status, have the probationary period extended in order to receive more training, or employment can be terminated. Required compliance training is as follows:

Onboarding of expectations and processes; will develop and carry out training to supervisors and approved GA's

SAFETY 

• SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. 
• Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. 
• Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk, please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident. 
• Emergency Employees report for or must remain at work in emergency situations.  Dismissal or closure announcements do not apply to this position, unless instructed otherwise by your direct supervisor or a member of the Leadership Team.  

SCREENING

All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle, a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the University’s insurance carrier in order to meet the requirements of the position.

DISCLAIMER

SEU is an at-will employer.  This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees, vendors, visitors, and students.

Southeastern University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, sex (including pregnancy), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. The equal opportunity policy will apply in University programs and activities, and all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination and all other terms, conditions and privileges of employment. All employees of Southeastern University, by continued employment, agree to abide by the policies contained in the Employee Handbook and in the SEU Mission, Vision, Statement of Faith and Community Covenant.