Job Title: Administrative Coordinator for Executive and Business Affairs
Location: Americus, Georgia
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 281303
About Us

Georgia Southwestern State University is a state university serving a diverse population of students, offering a range of strong undergraduate and graduate programs in a vibrant learning environment. The University is a collegial community that values collaboration and community engagement with an emphasis on faculty, staff, and student interactions. An active student body and state-of-the-art amenities enhance the learning experience on a visually appealing campus located in historic Americus, Georgia.

Georgia Southwestern State University aspires to be an engaged, progressive, and inclusive university that serves as a vibrant center of learning, culture, and economic development for Southwest Georgia and beyond.

Job Summary

This position is responsible for coordinating the administrative support operations for the Office of the President and the Office of the Vice President for Business and Finance. This position has a dual reporting role to the President (or the President¿s designee) and the Vice President for Business and Finance.

Responsibilities

• Coordinates administrative support for the Office of the President. (45%)
  • Provides management and administrative support to the Executive Assistant to the President including purchase processing, travel documents, expense reports, and other forms as directed.

  • Works closely with the President¿s Executive Assistant to assist the divisions of the University in relation to the President¿s priorities.

  • Assists with the coordination, logistics, and support of Office of the President activities and events, including conferences and meetings.

  • Prepares a variety of correspondence and reports as directed by the Executive Assistant.

  • Assembles and distributes reports, handbooks, and documents for the President, when requested, and maintains confidentiality in all sensitive matters.

  • Answers calls and correspondence, greets and hosts visitors, and provides information and assistance to constituencies and stakeholders.

  • Schedules appointments, updates calendars, and makes travel arrangements.

  • Responds to requests for information.

• Coordinates the administrative functions of the Office of the Vice President for Business and Finance. (45%)
  • Receives, scans, and files office paperwork requiring the Vice President¿s approval.

  • Aids the Vice President for Business and Finance by screening calls, visitors, and mail, interpreting general organization polices, rules, and regulations in response to queries from others, answering letters and general correspondence, planning schedules, updating calendars, making travel reservations and filing expense reports, and processing confidential matters.

  • Prepares and reviews complex documents and contracts.

  • Updates Business and Finance information, notifications, and policies and procedures on and through GSW channels of communication.

  • Maintains office supply inventory and makes purchases as needed.

  • Arranges for meetings and conferences; assists in preparing agendas, gathering and compiling data, and contacting participants.

• Performs a variety of related duties. (10%)

Required Qualifications

• Associates degree required. Experience can/may substitute for degree in related field.

• Two or more years of related experience required.

Knowledge, Skills, & Abilities

• Knowledge of modern office practices and procedures.

• Knowledge of university and departmental policies and procedures.

• Knowledge of business English, spelling, punctuation, and arithmetic.

• Knowledge of computers and job-related software programs.

• Skill in prioritizing and organizing work.

• Skill in the management of files and records.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

Contact Information

For more information or questions about a job posting, please contact the Department of Human Resources by phone at 229-931-2000 or by email at hr@gsw.edu.

For technical support, please call the Shared Services Center at (877) 251-2644 or oneusgsupport@usg.edu.

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating eligibility for employment with Georgia Southwestern State University, as determined by Georgia Southwestern State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check and drug screen.

Equal Employment Opportunity

Georgia Southwestern State University is an equal opportunity employer. As such, the University takes affirmative action to preclude discrimination in recruiting, transferring, training and terminating of employees because of race, color, creed, age, sex, national origin, veterans status, disability or any other reason in accordance with applicable state and federal statutes, executive orders and other regulations which prohibit discriminatory employment practices.