University System of Georgia Hiring for Administrative Coordinator at System Office-Atlanta Full Time

Job Title: Administrative Coordinator
Location: System Office-Atlanta
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 268926
About Us

The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

Job Summary

Performs professional and administrative work in support of the Vice Chancellor of Academic Affairs and Student Success and other staff in the unit. Assists in the management of Georgia’s Academic Common Market operations. Supports the office in the day-to-day administrative functions including responding to emails, phone inquiries, and sending out communications to the campuses. This position engages with the public, and high-level administrators within the 26 USG institutions, constituents, Regents, and USO staff administrators.

Responsibilities

• Assists the Vice Chancellor in all areas of responsibilities, including faculty development, faculty and academic policies and procedures, new degree program approval, preparing the agenda and other information for the BOR’s Committee on Academic Affairs, and coordinating communication with system-wide committees and other groups. Activities and decisions are varied in nature, requiring independent action and judgment in solving common problems.

• Serves as the personal executive assistant for the Vice Chancellor.

• Composes and prepares accurate and timely correspondence, reports, and other documents.

• Manages Outlook calendar for the Vice Chancellor and senior division staff.This may include scheduling meetings and making travel arrangements for other staff in the unit.

• Develops and maintains accurate databases and spreadsheet files.

• Manages some aspects of the Academic Common Market including providing administrative and technical support to Georgia residents applying to the Academic Common Market.

• Assists with planning and coordinating meetings, programs, events, etc., including space reservations, sending invitations to speakers and/or attendees, ensuring appropriate AV support, ordering catering, on-site registration, etc.

• Assists with fiscal/budget administration including submitting payment requests, purchase orders, etc.

• Maintains office supply inventory; makes purchases as needed for the Vice Chancellor’s unit.

• Serves as project coordinator for regular meetings; maintain schedules, agendas, minutes, action items and goals.

• Coordinates and provides support for a variety of assigned projects.

Required Qualifications

• An associate degree and a minimum of three years of experience or an equivalent combination of education, knowledge/skills and experience are required.

• Must possess and engender an attitude of cooperation with all USO and non-USO contacts, striving to identify constructive solutions to any work-related opportunities.

• Exhibits a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsibility.

• Some travel may be required.

Preferred Qualifications

• Advanced level software proficiency and computer skills.

• Advanced Internet search abilities.

Knowledge, Skills, & Abilities

• Strong computer skills with intermediate to advanced knowledge of Microsoft Office including Word, Excel, Outlook, Teams, and PeopleSoft.

• Self-starter, able to work collaboratively with others, as well as independently.

• Familiarity with Smartsheet Software a plus.

Knowledge of customer service principles and practices.

Skill in analyzing data and preparing reports.

Skill in decision making and problem solving.

Ability to respond diplomatically, with tact and professionalism to sensitive and critical issues.

Strong interpersonal skills; strong oral and written communication skills and strong problem-solving skills.

Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit, works cooperatively with others to achieve goals.

Equal Employment Opportunity

The University System Office is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University System Office to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).

For questions or more detailed information regarding this policy please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.

Background Check

A pre-employment background check will be required after a contingent offer is accepted. It will include a criminal history, driving record, and education.