Administrative Assistant I

Job Title: Administrative Assistant I
Location: Albany State Rec. Location
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 303938
About Us

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers' Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.

Location

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504 College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 209.

Job Summary

The Administrative Assistant I provides administrative, operational, and customer service support to Housing and Residence Life. The position supports housing operations, communications, procurement, records, student employees, programs, and events while serving as a key point of contact for students, staff, vendors, and campus partners.

Sponsorship is not available for this position.

Responsibilities

Customer Service and Housing Operations

• Serves as a primary point of contact for students, parents, staff, vendors, visitors, and campus partners.

• Responds to housing inquiries and departmental communications in a timely and professional manner.

• Utilizes StarRez and other university systems to manage housing records, student information, assignments, occupancy tracking, and related operational processes.

• Supports check-in/check-out, residence hall openings and closings, and other peak housing operations.

Administrative Support

• Provides administrative support to departmental leadership and staff.

• Manages calendars, meetings, room reservations, travel, meeting materials, and minutes.

• Prepares correspondence, reports, spreadsheets, presentations, and other departmental documents.

• Assists with supervising, scheduling, training, and assigning work to student employees.

Financial and Procurement Support

• Assists with purchasing and procurement processes, including requisitions, quotes, invoices, reimbursements, and related documentation.

• Tracks departmental purchases, expenditures, invoices, and payments.

• Assists with invoice processing, purchase reconciliation, and expenditure tracking.

• Maintains procurement records and coordinates routine transactions with staff, vendors, and university offices.

Website, Communications, Records, and Reporting

• Maintains designated Housing and Residence Life website content and supports departmental communications.

• Drafts and proofreads emails, letters, notices, reports, and student-facing materials.

• Maintains departmental files, databases, meeting minutes, confidential records, and correspondence.

• Assists with data collection, reporting, and maintaining accurate departmental records.

Departmental Programs and Events

• Provides administrative and logistical support for Housing and Residence Life programs, trainings, and events.

• Supports residence hall openings and closings, staff retreats, professional development, departmental /divisional programs, and other departmental activities.

• Provides administrative and operational support for room reservations, departmental communications, marketing materials, supply and equipment coordination, and event preparation and setup.

Other Duties

• Participates in required departmental and university training, professional development, and related activities.

• Demonstrates knowledge of University and Housing and Residence Life policies, procedures, operations, and available resources to effectively assist students, faculty, staff, guests, and other stakeholders.

• Provides support for departmental programs, events, and special initiatives as needed.

• Some evening and weekend work may be required based on departmental needs, programs, and events.

• Must be able to lift and/or move items weighing up to 50 pounds.

• Performs other job-related duties as assigned.

Required Qualifications

Bachelor's degree from an accredited college or university

Minimum of three (3) years of administrative, clerical, office, or customer service experience in a university or higher education setting.

An equivalent combination of education and experience will be accepted.

Experience using Microsoft Office, email, spreadsheets, electronic calendars, and records management systems.

Preferred Qualifications

Experience working in higher education, student services, Housing and Residence Life, or a similar environment.

Working knowledge of StarRez, Banner, PeopleSoft, Smartsheet, or similar university administrative systems.

Experience with university procurement, student employee supervision, communications, website updates, programs, or events.

Proposed Salary

Salary is commensurate with training and experience.

Required Documents to Attach

Cover letter.

Resume.

Transcripts.

A list of at least 3 professional references with their contact information.

Knowledge, Skills, & Abilities

Strong communication, customer service, organizational, and time management skills.

Proficiency with Microsoft Office and the ability to learn university administrative systems.

Ability to work effectively with various populations.

Ability to work independently and as part of a team.

Ability to prepare professional correspondence, reports, spreadsheets, presentations, and meeting materials.

Ability to maintain confidentiality, manage multiple priorities, and support student employees.

Self-motivated, detail-oriented, and able to effectively prioritize competing needs and manage peak operational periods.

Contact Information

For more information or questions about a job posting, please contact the Office of Human Resources at (229) 500-2026, or by email at hrasu@asurams.edu. For technical support, please call the USG Service Desk at (877) 251-2644, or by email at support@usg.edu.

USG Core Values

The University System of Georgia is comprised of our 25 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 on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Excellence
We achieve outcomes of the highest quality, hold ourselves accountable to the highest standard and are committed to continuous improvement in University programs and services.

Respect
We are directed by tenets of ethics, treating other with courteous regard, and being civil in our interactions.

Community
We strive to build community and value a good mindset.

Teamwork
We seek partnerships within the University and community. We practice a supportive spirit that results in the implementation of plans, actions and shared results.

Learning
We cultivate a practice of global pedagogies in a learning environment.

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Albany State University.

Certain positions may also require the selected candidate to submit to or have:

* a credit check completed for "Positions of Trust" and/or approved departmental purchase card usage
* a motor vehicle report for positions that require driving an Albany State University vehicle
* a successful pre-employment drug test

Equal Employment Opportunity

Albany State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, working, and studying. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the ASU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the ASU community.

For questions or more detailed information regarding this policy please contact the Albany State University Office of Human Resources at (229) 500-2026. For individuals requiring disability-related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at 229-500-3442.