Administrative Assistant - Agricultural Research

  • 03-May-2022 to Until Filled (EST)
  • Fort Valley, GA, USA
  • Full Time
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    JOB SUMMARY


    Perform a wide range of administrative office and support activities for the Research Facility Office.


    MAJOR DUTIES


    • • Act as the first point of contact
      • Answer, screen and transfer inbound calls
      • Type and compose letters and memos, prepare reports using Microsoft Excel, and prepare presentations
      • Create travel and expense reports using PeopleSoft for the Project Manager
      • Create and manage electronic requisitions through PeopleSoft
      • Handle all supplier contracts that are submitted from the Project Manager and follow through until the process is complete
      • Work closely with the Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrations
      • Attend to general clerical duties including faxing, photocopying, and mailing
      • Maintain electronic and hard copy filing system as well as retrieve documents from filing system
      • Resolve/troubleshoot problems related to printers and copiers in the Stallworth Building and contact support for all copier related issues that cannot be resolved in-house
      • Assist with construction meetings, note taking, vendor sign-in and preparing meeting agendas
      • Schedule and coordinate meetings, appointments, and travel arrangements
      • Pick up mail from post office as well as distribute mail to various offices when necessary
      • Handle all fleet of vehicles for the Agricultural Research Department when necessary
      • Coordinate and communicate with Vendors, IT, Facilities, Procurement, and Accounts Payable
      • Handle NIGP Code searches for quotations received from the Project Manager
      • Assist the Administrative Specialist as needed and perform other duties as assigned
      • Back up the Research office when necessary.

    PHYSICAL DEMANDS/ WORK ENVIRONMENT

    • Regular schedule is Monday - Friday, 8 am - 5 pm
    • Regular office environment, climate controlled

    While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and /or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.


    MINIMUM QUALIFICATIONS

    • Associate's Degree
    • 3 or more years of relevant experience, preferably in an educational environment
    • Computer skills and knowledge of relevant software
    • Knowledge of operation of standard office equipment
    • Knowledge of clerical and administrative procedures and systems such as filing and recordkeeping
    • Knowledge of principles and practices of basic office management
    • Strong verbal and written communication skills
    • Ability to plan and organize
    • Ability to prioritize, assess and solve problems, gather, and monitor information
    • Attention to details and accuracy
    • Ability to maintain confidentially of work-related information and materials
    • Ability to be flexible; adapt to change

    Fort Valley State Universityhttps://fvsu.applicantpro.com

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