Administrative Specialist

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY

Provides comprehensive administrative and office support services for Agricultural Research programs and operations, ensuring efficient workflow, effective communication, and coordination of departmental activities.

MAJOR DUTIES

• Greet all visitors in a friendly manner and help as needed
• Provide excellent customer service to everyone including inside and outside customers
• Answer, screen and transfer inbound calls for the department and act as a backup to the research office when necessary.
• Compose, prepare, and modify documents such as memos and other correspondences when necessary
• Process PANs for hiring student workers for Agricultural Research
• Create travel and expense reports using PeopleSoft for faculty and staff when necessary
• Create and manage electronic requisitions through PeopleSoft for Agricultural Research Station
• Handle NIGP Code searches for all unassigned requisition when necessary
• 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
• Assist the Associate Dean in program reviews, new course approvals, program mapping, and curriculum realignment for all the CAFST academic programs
• Enter work orders using school dude for maintenance or technical problems related to the building when reported
• Attend to general clerical duties including faxing, photocopying, and mailing
• Maintain electronic and hard copy filing system as well as retrieve documents from filing
• Process and submit credit card statements received from card holders to the Procurement office by the deadline
• Resolve/troubleshoot problems related to printers and copiers including the student lab and contact support for all copier related issues that cannot be resolved in-house
• Manage calendars and email using Microsoft Outlook
• Schedule and coordinate meetings, appointments, and travel arrangements when necessary
• Pick up mail from post office as well as distribute mail to various offices as required.
• Ensure the building is secured at the end of the day
• Sort and distribute incoming mail.
• Prepare and send out announcement seminars/student presentations when necessary
• Represent the CAFST by assisting with the Georgia National Fair, and Sunbelt Exposition when needed

KNOWLEDGE REQUIRED BY THE POSITION

• Computer skills and knowledge of relevant software; Microsoft Word, Excel and PowerPoint
• 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 work-related information and materials
• Ability to be flexible; adapt to change

WORKING CONDITIONS

• Regular schedule is Monday – Friday, 8 am – 5 pm
• Regular office environment, climate controlled
• May travel periodically

PHYSICAL REQUIREMENTS

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

• Bachelor's degree
• 5 or more years of relevant experience

PREFERRED QUALIFICATIONS

• Master's degree
• Experience in higher education

USG Core Values Statement

The University System of Georgia is comprised of our 26 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.