Job Description

Administrative Coordinator

Fort Valley State University (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Coordinator.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

Job Summary

Serves in the capacity of an office administrator for the research department, independently planning, administering, and coordinating administrative support functions and services.

Duties And Responsibilities

• Supervises, plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assigns work activities, and projects; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Participates in the selection, training, and evaluation of assigned administrative support personnel; provides or coordinates staff training; collaborates with employees to correct deficiencies; recommends discipline and or termination procedures if necessary.
• Implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats for clerical support services in the research area.
• Provides support to and performs a wide variety of complex, responsible, and confidential duties for the Department Head and/or other management/faculty, and department staff; answering complaints and help in resolving operational/departmental problems.
• Responsibilities include typing, proofreading a variety of reports, letters, memorandum, and correspondence; types from rough draft, or verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.
• Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with the Association of Research Directors for biannual conferences, the public, and outside agencies; directs and participates in coordinating and processing student/faculty travel arrangements, cash advances, hotel accommodations, airline tickets and activities for the students and prepares related expense reports.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information related to departmental/FVSU policies.
• Prepare purchase orders when necessary; receive and record invoices by ensuring that invoices are submitted or routed with applicable information for processing payment.
• Initiates, organizes, maintains, and controls access to filing systems and records including sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Completes and monitors the flow of all necessary documents related to personnel matters i.e. PANs, Critical Hire, Classifications, P-Card Approvals, etc.
• Utilizes various computer applications and software packages to produce proper documentation.
• May provide staff support to committees and/or commissions including coordinating and/or participating in the preparation of agendas and materials; may attend meetings and be required to take and maintain minutes for such meetings.
• Coordinates and participates in special events including but not limited to, Sunbelt Exposition, GA National Fair and as a chaperone for Ag Discovery, Collegiate Meat Judging, and MANRRS.

Knowledge Required By The Position

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced environment.
• Proficient with Microsoft Office Suite or related software.

Minimum Qualifications

• Bachelor's degree
• Three years of related clerical experience required.

Preferred Qualifications

• Previous supervisor experience

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 online.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online.

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