Administrative Assistant - Counseling & Accessibility Services

Middle Georgia State University; Macon (GA); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Life Insurance

Tuition reimbursement

Job summary

Middle Georgia State University in Macon seeks an Administrative Assistant for Counseling & Accessibility Services. You will provide clerical support, manage appointments, and maintain confidential student records while assisting with outreach and operations.

The role requires strong organizational skills, basic math, and ability to handle sensitive information with discretion; prior office experience and familiarity with FERPA/HIPAA are valued.

Qualifications

• Ability to read, write, and perform basic math at high school level.
• 1-2 years admin/clerical or customer service experience preferred.
• Experience in college/university environment is a plus.

Responsibilities

• Answers phones, greets students and visitors, provides information.
• Schedules student appointments and maintains confidential records.
• Coordinates with campus services on exams and updates department databases.
• Supports outreach events and manages purchasing and supplies.

Skills

Office administration

FERPA HIPAA

Communication skills

Recordkeeping

Customer service

Discretion

Multitasking

Education

High school diploma

Tools

Canva

Adobe apps

Social media

Job description

Job Title: Administrative Assistant - Counseling & Accessibility Services

Location: MGA - Macon

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 303817

About Us

Middle Georgia State University (MGA), a multi-campus, baccalaureate and graduate degree-granting public institution, is the most affordable public state university in Georgia. MGA has five campuses-Macon, Cochran, Dublin, Eastman, and Warner Robins, all located in central Georgia-and global outreach through its fully-online campus. Its enrollment of 8,400 students is largely comprised of students from most of Georgia's 159 counties. The University has six academic schools, including Georgia's flagship aviation program, that support its mission to educate and graduate inspired, lifelong learners whose scholarship and careers enhance the state.

Job Summary

This position is responsible for providing clerical and administrative support for the operations of Counseling and Accessibility Services. The position serves as a primary point of contact for students, faculty, staff, and visitors and assists with the coordination of office processes, student appointments, records, accommodations, and departmental activities. This position requires the ability to handle sensitive and confidential information with professionalism and discretion.

Responsibilities

Clerical / Reception Duties (45%)

• Answers telephone calls and greets students, faculty, staff, and visitors; provides information and assistance and refers individuals to appropriate personnel.
• Schedules student appointments.
• Assists students with general questions regarding available services and established office procedures.
• Provides administrative support related to student intake and appointment processes.
• Maintains, updates, files, and secures sensitive and confidential student documentation and departmental records.
• Assists with electronic and paper record organization and management.
• Receives and routes documentation and correspondence to appropriate staff.

Administrative Responsibilities (50%)

• Provides administrative support for Counseling and Accessibility Services operations and programs.
• Assists with tracking and processing documentation received by Accessibility Services and Counseling Services.
• Coordinates with Testing Services and Accessibility Services regarding the administration of accommodated student examinations, as needed.
• Maintains departmental webpages and assists with updating departmental information and resources.
• Assists with maintaining departmental databases, records, spreadsheets, reports, and other administrative tracking systems.
• Assists with compiling departmental data and information for reports, assessments, and administrative purposes.
• Orders office supplies, educational materials, and other departmental resources for Counseling and Accessibility Services.
• Submits and tracks building, facilities, and technology maintenance requests for departmental spaces.
• Assists with departmental purchasing processes and maintains appropriate purchasing and office records.
• Provides administrative support for departmental outreach programs, events, meetings, trainings, and other initiatives.
• Assists with scheduling meetings, preparing materials, coordinating logistics, and communicating with campus and community partners as directed.

Other Duties (5%)

• Performs related duties as assigned.

Required Qualifications

Educational Requirements

• Ability to read, write, communicate effectively, and perform basic mathematical calculations at a level commonly associated with the completion of high school or equivalent.

Required Experience

• Sufficient experience to understand the basic principles relevant to the major duties of the position, typically associated with one to two years of experience in an administrative, clerical, customer service, or similar position.

Preferred Qualifications

Additional Preferred Qualifications

• Knowledge of Canva, Adobe applications, and social media platforms for the development and distribution of departmental communications and promotional materials

Preferred Experience

• Experience working in a college or university environment.
• Experience providing administrative support in counseling, accessibility/disability services, student affairs, or a related student support environment.
• Experience handling confidential or sensitive records and information.
• Experience with electronic records, scheduling systems, databases, and standard office software.

Knowledge, Skills, & Abilities

• Knowledge of modern office practices and procedures.
• Knowledge of university policies and procedures.
• Knowledge of FERPA, HIPAA, and practices related to maintaining confidential student information.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in maintaining accurate records and documentation.
• Skill in the use of general office equipment, including computers, scanners, and copiers.
• Skill in oral and written communication.
• Skill in providing professional customer service to students, faculty, staff, and members of the public.
• Ability to exercise discretion when handling sensitive and confidential information.
• Ability to manage multiple responsibilities and priorities in an environment with frequent interruptions.

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 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 online at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Middle Georgia State University is committed to four core values in what we do and represent: CORE VALUES: Stewardship - Engagement - Adaptability - Learning

Equal Employment Opportunity

Middle Georgia State University is committed to ensuring a safe learning environment that supports the dignity of all members of the University community. Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG) and Middle Georgia State University. Pursuant to Board of Regents Policy Section 6.6 , federal and state laws and regulations, and our vision, mission, and values, Middle Georgia State University prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any USG program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Other Information

This is a non-exempt (hourly paid) position and includes a comprehensive benefits package. Benefits include:

• Health insurance
• Dental
• Vision
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Life Insurance
• Sick Leave
• Vacation Leave
• Parental Leave
• Retirement
• Employee discounts
• Tuition reimbursement

Background Check

Employment offer is contingent upon completing a background investigation, including a criminal background check demonstrating your employment eligibility with MGA, as determined by MGA in its sole discretion, confirmation of the credentials and employment history reflected in your application material, and, if applicable, a satisfactory credit check.