Admin Support - Intermediate

University of West Georgia; Carrollton (GA); On-site; USD 35,000 - 45,000; Full time

Job summary

The University of West Georgia is seeking an Administrative Support - Intermediate to provide comprehensive administrative and operational support to the Center for Student Involvement & Inclusion and the Office of Fraternity & Sorority Life. This role reports to the directors of both departments and keeps calendars, processes documents, and coordinates frontline office activities.

Responsibilities cover records management, event logistics, and effective customer service to students, campus

Qualifications

• Associate's degree or equivalent with administrative support experience.
• Two years of progressive administrative support, office management, or customer service experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Responsibilities

• Coordinate departmental calendars, meetings, schedules, recurring deadlines, and annual administrative timelines.
• Manage departmental email accounts, inquiries, and front office operations with excellent customer service to students, families, faculty, staff, and partners.
• Prepare correspondence, reports, presentations, agendas, minutes, and other administrative documents.
• Coordinate travel requests, purchasing, reimbursements, invoices, and office supply inventories.

Skills

Organizational skills

Customer service

Written communication

Verbal communication

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Job description

Job Title: Admin Support - Intermediate

Location: UWG Recruiting Location

Regular/Temporary: Regular

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.

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

• 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 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

• 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,