Administrative Assistant, Advising Records Management

Kennesaw State University; Kennesaw (GA); On-site; USD 22,000 - 26,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

13 paid holidays

Tuition waiver

Job summary

Kennesaw State University is hiring an Administrative Assistant for Advising Records Management at our Kennesaw, GA campus. The role supports administrative tasks, records handling, and coordination of departmental activities.

Ideal candidates bring at least 1 year of related experience, strong communication skills, and familiarity with university systems to ensure efficient operations and accurate record-keeping.

Qualifications

• High School diploma or equivalent.
• 1 year of related administrative, office or clerical experience.
• Knowledge of university systems (DocuSign, DegreeWorks, OWL Express).
• Strong written and verbal communication skills.

Responsibilities

• Perform standard administrative duties in support of the department, division, unit and/or location.
• Serve as an administrative resource for faculty, staff and guests visiting the department and provide assistance as needed.
• Create, prepare and proofread emails, memos, correspondence, reports, and other documents.
• Answer office phone and transfer/redirect calls as needed.
• Coordinate and schedule departmental meetings and events, securing space, equipment and food as directed.
• Manage mail and shipping (UPS, FedEx, DHL) including domestic and international needs.
• Monitor and order office supplies and equipment, obtaining prior approvals when required.
• Assist with records management including filing, correspondence, data analysis, tracking and archiving files.
• May maintain department purchasing card (PCard) or other payment methods.

Skills

Interpersonal skills

Initiative

Teamwork

Problem solving

Independent judgment

Organization

Communication (verbal and written)

Time management

Project management

Presentation skills

Microsoft Office

Attention to detail

Customer service

Phone etiquette

Education

Undergraduate or advanced degree

Tools

DocuSign

DegreeWorks

OWL Express

Job description

Administrative Assistant, Advising Records Management

Job ID: 303029

Location: Kennesaw, Georgia

Full/Part Time: Full Time

Regular/Temporary: Regular

About Us

Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower over 50,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities,rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!

Location

(Primary Location for Job Responsibilities) Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.

Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.

Department Information

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:

• Assists with student record management, including filing, correspondence, tracking, and archiving files related to graduate student enrollment using Kennesaw State systems.

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES*

Knowledge of required KSU systems, updated as needed by UITS (i.e. DocuSign, DegreeWorks, OWL Express)

Job Summary

Performs administrative, clerical and office support responsibilities. Supports assigned leaders, departments and/or units.

Responsibilities

• Performs standard administrative duties in support of the assigned department, division, unit and/or location
• Serves as an administrative resource for all faculty, staff and guests visiting assigned department, division, unit and/or location and provides assistance as needed
• Creates, prepares and proofreads emails, memos, correspondence, reports, and other documents or communications as requested
• Responsible for answering office phone providing information and/or transferring/redirecting calls to the appropriate contact
• Assists with coordinating and scheduling departmental meetings and events, as directed; secures space, equipment, food, and assists with the event as needed
• Manages all incoming and outgoing mail including UPS, FedEx and DHL domestic and international shipping needs for the office
• Monitors and assesses office equipment, stationery and supply needs and orders items as needed, including seeking proper authorization for items requiring prior approval
• Assists with records management including filing, correspondence, analyzing data, tracking and archiving files
• May maintain department purchasing card (PCard), cash and/or credit card

Required Qualifications

• High School diploma or equivalent
• One (1) year of related administrative, office or clerical experience

Preferred Qualifications

Additional Preferred Qualifications:

• Experience providing administrative support for large teams
• Previous experience in higher education

Preferred Educational Qualifications:

• An undergraduate or advanced degree from an accredited institution of higher education in a related field

Proposed Salary

The salary range for this position is $16.13 to $18.94 per hour. Offers are based on relevant experience.

Comprehensive benefits include Medical, Dental, Vision, 13 paid holidays, vacation, generous retirement plans, tuition waiver, wellness options, and more!

Visit - https://hr.kennesaw.edu/benefits/index.php

Knowledge, Skills, & Abilities

Abilities

• Able to utilize standard office equipment and multi-line telephone system
• Able to deal with multiple tasks or projects at one time meeting assigned deadlines

Skills

• Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
• Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
• Strong attention to detail and follow up skills
• Strong customer service skills and phone and e-mail etiquette

USG Core Values

The University System of Georgia is comprised of our 25 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 online 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 online at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.

For additional information on this policy, or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, [e-mail].

Other Information

• This is not a supervisory position.
• This position does not have any 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

• Standard Enhanced

Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.

All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf