Administrative Assistant

Fort Valley State University; Fort Valley (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

Fort Valley State University Cooperative Extension Program (FVSU-CEP) is seeking an Administrative Assistant. The role supports the Associate Dean of Extension/Administrator with a broad range of office and program activities.

The position requires strong clerical skills, customer service, typing, and the ability to process travel authorizations, contracts, and requisitions. You will manage mail, calls, scheduling, and may supervise student employees.

Qualifications

• Bachelor's Degree required.
• Seven (7) years relevant experience.
• Computer literacy and typing skills required.

Responsibilities

• Provide excellent customer service.
• Process travel authorizations, service agreements, contracts, and requisitions.
• Answer phones, screen calls, and direct inquiries.
• Manage incoming and outgoing mail and packages.
• Prepare and modify documents including correspondence, reports, memos, and emails.
• Schedule meetings, zoom appointments, and travel arrangements.
• Document/record minutes of departmental meetings.
• Supervise student employees when assigned.

Skills

Customer service

Typing

Payment processing

Phone etiquette

Recordkeeping

Education

Bachelor's Degree

Tools

MS Office

Job description

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Assistant.

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 equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.

Job Summary

Fort Valley State University Cooperative Extension Program (FVSU-CEP) is seeking an Administrative Assistant. The administrative assistant is responsible for performing a wide range of administrative office and program support activities for the Associate Dean of Extension/Administrator, Cooperative Extension Program.

MAJOR DUTIES

• Recognize and provide excellent customer service.


• Must be computer literate and possess typing skills.


• Must be familiar with FVSU process of routing payment requests and the submission of contracts and requisitions.


• Must be able to process travel authorizations, service agreements, etc.


• Answer professionally, screen and transfer inbound telephone calls.


• Manage incoming and outgoing mail.


• Receive and direct clientele/visitors.


• General clerical duties including typing, photo copying, scanning, faxing and mailing.


• Proof materials as requested by the Associate Dean for Extension.


• Order supplies, maintain inventory, bookkeeping and recordkeeping.


• Receptive to training designed to enhance job skills.


• Maintain electronic and hard copy filing system for retrieving documents.


• Ability to resolve administrative problems and inquiries.


• Prepare written responses to routine inquiries.


• Prepare and modify documents including correspondence, reports, drafts, memos and emails.


• Open, sort and distribute incoming correspondence.


• Schedule and coordinate meetings, zoom appointments and travel arrangements.


• Prepare agendas for meetings and prepare schedules.


• Document/record minutes of departmental meetings.


• Occasionally represent the department at open houses outside of regular office hours.


• Performs other duties as assigned (i.e., prepay hotel and airline requests, for Extension Program Leaders and CARET representatives, as needed).


• Make plans for Congressional Hill visits for Cooperative Extension employees, the College of AG and CARET representatives.


• Must be able to supervise student employees.

Physical Requirements

• Performs repetitive tasks periodically


• Required to stand or walk (i.e. some Extension Programs, deliveries to other departments) occasionally.


• Lift and/or move 25 pounds.

Working Conditions

• Regular schedule is Monday through Friday, 8am to 5pm.


• Regular office environment, climate controlled.

Minimum Qualifications

• Bachelor's Degree


• Seven (7) years relevant experience.

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.