Admin Support - Intermediate

Job Title: Admin Support - Intermediate
Location: UWG Recruiting Location
Regular/Temporary: Regular
Full/Part Time:
Job ID: 304851
About Us

Since 1906, the University of West Georgia (UWG) has been home to those who seek a transformative college experience. UWG is a leading residential, doctoral comprehensive university that offers a broad undergraduate and graduate curriculum based on a liberal arts foundation.Nestled among the pines on a picturesque 645 acres is the University of West Georgia- a hidden gem approximately 40 miles west of Atlanta. Serving approximately 16,000+ students, and offering more than 100 programs, UWG is committed to advancing innovative academic programs and a student-centered business model. Perennially ranked by U.S. News & World Report, the Princeton Review, and Colleges of Distinction as a top national university, West Georgia offers 86 fields of study, including business, computing, nursing, education, STEM, communication and digital media, social sciences, and the fine and performing arts. UWG generates a regional economic impact of more than $650 million annually and provides a safe, quality, and affordable university experience that connects students to post-graduate career and leadership opportunities. UWG has been recognized by the Carnegie Foundation for its institutional commitment to community engagement through teaching, research and creative activities, and public service. West Georgia is one of only 119 U.S. colleges and universities to receive the elective classification in 2020 and is among only 359 institutions nationally. Dedicated to creating a first-choice university for students, alumni, employees, and communities, UWG seeks employees who will advance and support the University's mission of fulfilling the talent needs of western Georgia and the Atlanta metropolitan area, while contributing to the social, cultural, and economic development of the region and state.

The University of West Georgia offers a comprehensive total rewards package designed to support faculty and staff across multiple dimensions; health, wellness, financial security, and professional growth. Employees working at least 30 hours per week gain access to a range of health plans, including medical, dental, and vision, wellness programs, and robust retirement options through Georgia Teachers Retirement System (TRS), Optional Retirement Program, and voluntary 403(b) and 457(b) plans. Employees are granted 13 paid holidays and paid time off accruals and are eligible to participate in the University System of Georgia's Tuition Assistance Program. Fringe benefits include a variety of resources focused on employee physical, mental, financial, and social well-being through Acentra Employee Assistance Program in addition to personal financial advising with Captrust. UWG also offers exclusive discounts and special offers on entertainment, travel, and other products and services through the Perks at Work program, free access to the university recreation facility, discounted campus dining options, and more!

Living in Carrollton, "The City of Dreams," offers the advantages of city life with a small-town vibe. This progressive community with Southern flair offers plenty of shopping, restaurants, nightlife opportunities, and cultural events. Named a City of Excellence in Georgia and listed as one of the 50 Best Small Southern Towns, Carrollton is the cultural, educational, health care, and commercial center for the west Georgia region.

At the heart of Carrollton is its historic downtown and Adamson Square lined with shops, galleries, and restaurants. Each season offers unique local events and opportunities for year-round recreation. Outdoor activities abound through award-winning spaces, including an 18-mile paved walking and biking Greenbelt trail that encircles the city and passes through the UWG campus.

The city embraces the University's students, faculty, and staff, and welcomes the diversity UWG brings to the community.

Invested in education with highly rated city and county K-12 systems, both city and county public school graduation rates are 90% and above and rank among the top in the nation by U.S. News & World Report.

Location

Our campus is located at 1601 Maple Street, Carrollton, GA 30118.
Faculty and staff members are expected to be physically present on campus as needed to support the in-person educational experience and on-campus vitality at the University of West Georgia. Depending upon teaching assignments and student demand, this could include the Carrollton or Newnan campuses.

Job Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Center for Student Involvement & Inclusion and the Office of Fraternity & Sorority Life. Reporting jointly to the directors of both departments, this position coordinates day-to-day office operations, administrative processes, records management, communications, facility scheduling, event logistics, and departmental reporting. The Administrative Assistant works independently, exercises sound judgment, maintains confidential information, and provides high-quality customer service to students, student organizations, campus partners, advisors, alumni, volunteers, and community stakeholders.

Responsibilities

1. Office Operations & Administrative Management

Provide comprehensive administrative and operational support to the Center for Student Involvement & Inclusion and the Office of Fraternity & Sorority Life by coordinating daily office operations, communications, administrative processes, customer service, and front office management.

• Coordinate departmental calendars, meetings, schedules, recurring deadlines, and annual administrative timelines.
• Manage departmental email accounts, incoming correspondence, telephone inquiries, and front office operations while providing exceptional customer service to students, families, faculty, staff, alumni, volunteers, and community partners.
• Prepare correspondence, reports, presentations, meeting agendas, minutes, and other departmental communications and administrative documents.
• Coordinate travel requests, purchasing and procurement requests, food request forms, reimbursements, invoices, office supply inventories, and other university administrative processes.
• Prepare, route, and track documents through DocuSign and other university approval workflows.
• Maintain office files, standard operating procedures, and shared electronic document repositories in accordance with university records retention policies.
• Hire, train, schedule, supervise, and evaluate student employees supporting departmental front office operations; establish work expectations, provide ongoing guidance, and monitor the quality of assigned responsibilities.
• Monitor administrative processes, pending requests, and departmental follow-up items; proactively communicate status updates, identify outstanding needs, and ensure timely completion or escalation when appropriate.
• Coordinate administrative priorities across both departments by maintaining clear communication with departmental leadership, identifying overlapping needs, and assisting with the prioritization of competing responsibilities.

2. Records Management & Compliance

Coordinate membership administration, organizational records, compliance and accreditation processes, and departmental reporting for the Center for Student Involvement & Inclusion and the Office of Fraternity & Sorority Life.

• Coordinate administrative processes supporting registered student organizations and fraternity and sorority organizations.
• Maintain chapter membership rosters, officer, advisor, volunteer, and organizational records.
• Coordinate roster verification, enrollment verification, academic eligibility documentation, membership updates, and New Member Card processing.
• Prepare and distribute grade reports, academic notifications, enrollment reports, and other membership-related communications.
• Coordinate volunteer onboarding documentation and chapter insurance documentation in accordance with university policies.
• Coordinate the administrative operations of departmental accreditation, compliance, and assessment initiatives, including documentation, submission tracking, progress reporting, and records maintenance.
• Compile and prepare membership, recruitment, retention, academic, demographic, accreditation, assessment, and operational reports to support departmental planning, strategic decision-making, and university reporting.
• Generate and maintain departmental dashboards, performance metrics, and reporting tools.
• Maintain departmental records, shared electronic document repositories, and the departmental Team Drive in accordance with university records retention policies.

3. Event Operations & Facility Coordination

Provide administrative and logistical support for departmental facilities, meetings, programs, and special events sponsored by the Center for Student Involvement & Inclusion and the Office of Fraternity & Sorority Life.

• Manage reservations, scheduling, and facility coordination for the Village Community Center and Center for Student Involvement & Inclusion meeting and event spaces.
• Coordinate logistical support for departmental meetings, programs, and events, including room setups, catering, printing, signage, technology, audio-visual equipment, participant registration, check-in materials, and event supplies.
• Coordinate vendor communications, vendor onboarding (Shared Services) and status verification, contracts, catering documentation, invoices, and payment documentation in accordance with university policies and procedures.
• Assist with the logistical coordination of leadership retreats, advisor trainings, recruitment activities, involvement fairs, recognition ceremonies, and other departmental initiatives.
• Maintain event calendars, facility schedules, operational timelines, checklists, attendance and registration records, and required pre- and post-event administrative documentation.
• Coordinate the inventory, organization, storage, and distribution of departmental and event supplies.

Required Qualifications

Required Education

Associate's degree; or an equivalent combination of education and progressively responsible administrative support experience.

Required Experience

Two (2) years of progressively responsible administrative support, office management, records management, or customer service experience. Experience coordinating multiple priorities and meeting established deadlines. Experience maintaining confidential records and exercising sound judgment. Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Strong organizational, written, verbal, and customer service skills. Demonstrated ability to work independently while maintaining a high level of accuracy and attention to detail.

Preferred Qualifications

Preferred Education

Bachelor's degree or an equivalent combination of education and progressively responsible administrative support experience.

Preferred Qualifications

Experience working in higher education, student affairs, or a customer service-focused administrative environment. Experience supporting student organizations, campus involvement, fraternity and sorority life, or volunteer programs. Experience coordinating office operations, records management, administrative processes, and project coordination. Experience using enterprise information systems and student engagement platforms (e.g., Banner, Modern Campus Engage, Campus Director, or similar systems). Experience coordinating calendars, facility reservations, meetings, travel, purchasing, procurement, and event logistics. Experience preparing reports, maintaining databases, and utilizing Microsoft Excel for data management, dashboards, and operational reporting. Experience with records management, document retention, accreditation support, compliance processes, or assessment reporting. Experience using university financial, procurement, travel, or document management systems. Experience supporting multiple departments, supervisors, functional areas, or stakeholders while effectively managing competing priorities and deadlines.

Proposed Salary

$16.94 - $20.88 hourly. Paid on a bi-weekly basis.

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.

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with the University of West Georgia as determined by the University of West Georgia in its sole discretion; confirmation of the credentials and employment history reflected in your application materials, reference checks; and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

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

The mission of the University of West Georgia is to enable students, faculty, and staff to realize their full potential through academic engagement, supportive services, professional development, and a caring, student-centered community. The institutional mission and daily operation of the University of West Georgia are guided by our values that support our vision to be the best place to work, learn, and succeed: ACHIEVEMENT, CARING, COLLABORATION, INCLUSIVENESS, INNOVATION, INTEGRITY, SUSTAINABILITY, and WISDOM.