Job Description

Job ID: 288829

Location: Georgia College & State Univ

Full/Part Time: Full Time

Regular/Temporary: Regular

Job Summary

The Office Coordinator II position provides comprehensive administrative support to the Dean of the College of Education while managing operations for the College of Education. This position is also responsible for the day-to-day operational logistics of the College of Education. This positions serves as the administrative contact and liaison for internal and external office constituencies. The Office Coordinator II works collaboratively with the Dean as well as independently with minimal supervision in a work environment of multiple priorities; anticipates and resolves problems and updates the Dean of the College of Education on the status of day-to-day operations and urgent issues. Supervises the work of student workers, temporary staff, Admin II as assigned.

Responsibilities

Administrative Support - 70

1. Calendar and Scheduling:

• Manage Dean's Calendar: Coordinate and manage the Dean's schedule, including upcoming CoE activities, faculty and chair meetings, CoE Leadership Board meetings, external advisory board meetings, and the annual faculty/staff evaluation process.
• Scheduling: Schedule the Dean's appointments, send appointment reminders.
• Coordinate meetings: Prepare and send memos, agendas, and meeting minutes.
• Schedule and coordinate meetings, ensuring all logistics are in place.

1. Liaison Duties: Act as a liaison with other departments and operating units with the college and university.
2. Travel and Budget

• Travel: Coordinate travel and lodging arrangements for the Dean.
• Prepare and process travel reimbursements.
• Budget: Balance, monitor, and reconcile budgets related to the Dean's office and CoE activities.

1. Communication and Meetings

• Routine meetings: organize and lead routine CoE staff meetings
• Correspondence: draft and send memos and other communication, as needed.
• Provides administrative support on academic and administrative matters including assisting with faculty contracts, recruiting and other needs.

Records Management - 20

1. Document Handling

• Tracking: track documents to ensure proper handling, signatures, and distribution.
• Faculty files: maintain faculty files, including new searches, faculty appointment papers, annual evaluations, and documents related to tenure and promotion.
• Mailing lists and databases: maintain and update mailing lists and databases for important constituencies.
• Ensure timely and appropriate distribution of communications.

1. Mail Handling: Dean's mail: sort, route, and respond to Dean's mail as appropriate.

Supervision - 5

• Student employees
• Recruit, schedule, and supervise student employees.
• Ensure they understand their responsibilities and provide necessary training.

Other - 5

• Perform other duties as assigned by the Dean.

Required Qualifications

Educational Requirements

High school diploma or equivalent

Required Experience

At least five (5) years of administrative experience; OR an equivalent combination of education and experience.

Preferred Qualifications

Additional Preferred Qualifications

Ability to provide outstanding customer service at all levels inside and outside of the University. Ability to create, compose, and edit written materials. Ability to make administrative/procedural decisions and judgments. Ability to lead and train staff and/or students. Ability to coordinate and organize meeting and/or special events.

Preferred Educational Qualifications

Bachelor's or Associates degree

Preferred Experience

At least two years prior experience in Higher Education preferred.

Required Documents to Attach

List of three professional references and their contact information.

Knowledge, Skills, & Abilities

KNOWLEDGE

Knowledge of academic administrative principles and procedures.

Knowledge of office management principles and procedures.

Knowledge of planning and scheduling techniques.

SKILLS

Skill in organizing resources and establishing priorities.

Database management skills.

Records maintenance skills.

Other Information

This is a supervisory position.

This position has financial responsibilities.

This position will not be required to drive.

This role is not considered a position of trust.

This position does not require a purchasing card (P-Card).

This position will not travel.

This position does not require security clearance.

Background Check

• Credit Report
• Criminal Background Check

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=288829&PostingSeq=1