Administrative Assistant

Clayton State University
Clayton State University
Closing date
Oct 10, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Job Title: Administrative Assistant
Location: Clayton State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 230179
Job Summary The Administrative Assistant is an integral part of the Facilities Management Team. Responsibilities include, but are not limited to, answering phones, and being the first point of contact for guests and the campus community. The incumbent will be expected to receive calls from the campus community daily for comfort, safety, and welfare (HVAC, fire alarms, temperature control, electrical emergencies, and other related issues) and direct information to the right department. Responsibilities will also include entering and closing work orders in the School Dude System and notifying the departments of demand calls and emergencies. The position is responsible for tracking utility expenses for campus buildings, coordinating bill payments, and applying for various rebate programs. Assist in developing budget sheets for Plant Operations departments. The position is responsible for serving as a backup for other positions in the department.


Entering and closing work orders in School Dude System, coordinate and process work orders with managers for proper placement of orders, notifying departments for demand calls and emergenciesSet up spreadsheets on budgets for all departments, projects, waste disposal, master keying system, vehicle in-house inspections.Track utility expenses for the campus that will allow measuring the efficiency in all buildings and capitalizing on various utilities (Georgia Power and Clayton County Water) rebate programs. Calculate utilities used on PPV buildings and send monthly billing requests.Maintain office services by organizing office operations and procedures, maintaining filing systems, assigning and monitoring clerical functions.Provide backup support in the department as needed (filing, document reconciliation, etc.) Assist in data management related to Facilities Management.Answering phones, greeting guests and is the first contact person for guests and the campus community. Responsible for receiving the calls from the campus community on daily basis for comfort, safety, and welfare (HVAC, fire alarm, temperature control, electrical, emergencies, and other related issues), and directing information to the right department.Perform other duties as outlined by the Facilities Management DepartmentRequired Qualifications

Strong interpersonal skills; excellent oral and written communication skills. A strong customer service orientation while providing a helpful and friendly approach to serving the campus community.Must be able to work with the departmental personnel in a pleasant, professional, and efficient manner. Proficient in various computer software programs (Microsoft Office Suite).Capable of typing at least 45 wpm.High School Diploma or GED preferred. Preferred more than 1 year of front desk administrative related experience within a commercial environment.Experience and ability to work in a fast-paced commercial environment.Ability to communicate effectively both orally and in writing.


As an outstanding comprehensive metropolitan university located 15 miles southeast of downtown Atlanta, Clayton State University has come a long way since its inception 40 years ago.clayton_state_university1.jpg

The University first opened in September 1969 as Clayton Junior College with Dr. Harry S. Downs as founding president and an enrollment of 942 students. The Board of Regents of the University System of Georgia elevated it to baccalaureate status as Clayton State College in 1986 and university status as Clayton College & State University in 1996. The school’s current designation as Clayton State University was approved in 2005.

clayton_state_university2.jpgSince Downs’ retirement in January 1994, the University has had two presidents; Dr. Richard A. Skinner, who took office upon Downs’ retirement, and Dr. Thomas K. Harden, who took office in June 2000. When Harden was named chancellor of the University of Wisconsin Green Bay, Dr. Thomas J. "Tim" Hynes, Jr., was appointed interim president, starting on May 18, 2009. The current enrollment is in excess of 6,000 students and the school provides a multitude of undergraduate degree credit programs that—in the words of the university’s mission statement—provides "career-oriented education with a solid liberal arts foundation."

In addition to more than doubling its undergraduate degrees over the past 10 years, Clayton State also has added seven graduate programs in the past three years. The first, the Master of Arts in Liberal Studies, began in 2006. Since then, the Master of Science in Nursing, the Master of Health Administration and the Master of Business Administration all began in 2007, and the Master of Arts in Teaching (MAT) programs, MAT - English and MAT - Mathematics, in 2009. The Master of Archival Studies is scheduled to begin in 2010.

The past five years at Clayton State have also been highlighted by the establishment of the first joint state and federal archives facilities adjacent to campus, the institution of a comprehensive strategic planning process, the reaffirmation of the University’s accreditation by the Commission on Colleges of the Southern Association of Colleges and Schools and the opening of the Clayton State – Fayette instructional site in Peachtree City. In a six week period between August and October 2008, the University dedicated three new buildings; the University’s first student housing, the Student Activities Center and a new building for the AACSB-accredited School of Business.


Clayton State is also home to Spivey Hall, the finest small performance facility in the Southeast. First opened in 1991, Spivey Hall is known locally, nationally and internationally for presenting the best in jazz and classical music as well as an education outreach program that serves tens of thousands of school children from throughout metro Atlanta annually.

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