Office Coordinator II

Office Coordinator II

Job ID: 303750
Location: Georgia College & State Univ
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us


Georgia College & State University (GCSU) is the state's designated public liberal arts university, where students learn the essential skills to compete in a fast-paced and technology-driven global society. The university prepares students for successful careers, leadership in communities, problem solving and life-long learning through personalized attention in a residential setting with opportunities for a variety of transformational experiences through its award-winning, high-impact practices. One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, more than 30 graduate programs, doctorates in education and nursing, professional certificates, and continuing education programs.

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.
Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, leadership development, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, a National Historic Landmark owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is dedicated to protecting academic freedom in addition to supporting freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct. For more information, visit us online at gcsu.edu.

Job Summary


This position serves as the primary office contact for the Director of Auxiliary Services, providing administrative and operational support for that area and for various departments throughout Auxiliary Services. Responsibilities include managing deposits, invoices, and accounts payable for vendors and contractors, as well as reconciling employee meal plans, vending refunds, and commissions.

Responsibilities


Administrative Support - 70%
- Provides customer service to all students, faculty, and staff, serving as the first point of entry for Auxiliary Services.
- Provides assistance by screening calls, visitors, and mail; making travel reservations; processing travel reimbursements; ordering supplies; submitting requisitions in PeopleSoft Financials; and processing confidential matters.
- Supports Auxiliary Services by routing University contracts and documents for review and approval.
- Processes deposits, invoices, and accounts payable for vendors and contractors.
- Coordinates with vendors on service requests, issue reporting, and logistical support, including processing customer refunds.
- Reviews contractor invoices and commissions for completeness prior to submission.
- Compiles standard reports and gathers operational and financial data from auxiliary units, including Dining Services, for leadership review and decision-making.
- Provides administrative support for the Director of Auxiliary Services, Assistant Director of Auxiliary Services, the Bobcat Card Office, Mail Services, Parking & Transportation, Marketing, Dining Services, the Bookstore, and University Vending.

Administrative Operations Support - 25%
- Maintains contract files and tracks renewal timelines for leadership review.
- Assists with processing and recording transactions related to Housing deposits, Facility & Staff Meal Plans, Deposit Transmittals to Ledger, and Dual Enrollment Invoices for the Bookstore.
- Processes purchase requisitions and payment requests in accordance with University procedures.
- Maintains organized records of financial transactions, contracts, and supporting documentation.

Other Duties As Assigned - 5%
- Contributes to the overall success of Auxiliary Services by performing other duties and responsibilities as assigned.

Required Qualifications


Educational Requirements
High School Diploma

Required Experience
Three or more years of job-related experience.

Preferred Qualifications


Preferred Experience: Five or more years of related experience.

Preferred Education: Bachelor's degree

Proposed Salary


This position is a pay grade 7. The minimum salary is $40,729. Starting salary within this range is based on relevant years of experience.

For more information about GCSU compensation practices, click here: https://www.gcsu.edu/humanresources/pay-grade-structure.

Knowledge, Skills, & Abilities


ABILITIES
- Ability to provide outstanding customer service at all levels, both inside and outside the University
- Ability to communicate effectively and work well with a wide range of constituencies in a multifaceted community
- Ability to follow through on commitments and meet assigned deadlines
- Ability to assist with coordinating communication among stakeholders and business partners as needed
- Ability to exercise discretion and sound judgment when handling confidential matters
- Ability to manage multiple priorities across various departments in a fast-paced environment
- Ability to work independently with minimal supervision while supporting multiple stakeholders

KNOWLEDGE
- Proficiency in Microsoft Office
- Strong understanding of accounts payable and accounts receivable
- Familiarity with administrative processes related to contract routing and documentation
- Basic understanding of invoice processing and documentation review procedures
- Knowledge of University purchasing, requisition, and payment processing procedures (e.g., PeopleSoft Financials)
- Knowledge of confidentiality requirements and protocols for handling sensitive financial and personnel information
- Knowledge of general office and records management practices

SKILLS
- Excellent interpersonal and communication skills, both verbal and written
- Receptionist skills, including the ability to create, compose, and edit written materials and schedule appointments
- Skill in Microsoft Office, with emphasis on Word and Excel
- Skill in scheduling and following up on multiple simultaneous projects
- Skill in reconciling financial transactions and identifying discrepancies
- Skill in maintaining organized, accurate financial and contract records

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.

Equal Employment Opportunity


Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG). The Board of Regents prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from the participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any USG program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Other Information


This is not a supervisory position.
This position has financial responsibilities.
This position may be required to drive.
This role is not considered a position of trust.
This position requires a purchasing card (P-Card).
This position may travel 1%-24% of the time.

Background Check

• Criminal Background Check
• Motor Vehicle Report

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=36000&JobOpeningId=303750&PostingSeq=1







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