Administrative Coordinator - Student Affairs

Middle Georgia State University; Macon (GA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Sick Leave

Vacation Leave

Parental Leave

Tuition reimbursement

Job summary

Middle Georgia State University in Macon, GA is seeking an Administrative Coordinator for the Division of Student Affairs. The role supports the Vice President, coordinates executive tasks, and serves as the first point of contact for students, staff, and community partners.

The position requires organizational acumen, strong communication, and experience with confidential records. It offers a non-exempt status with comprehensive benefits and opportunities to contribute across multiple

Qualifications

• Requires roughly 3–5 years of related administrative experience.
• Associate degree or higher with demonstrated administrative skills.
• Knowledge of FERPA, HIPAA, and confidential information handling.

Responsibilities

• Serve as principal administrative contact for the Division and stakeholders.
• Coordinate calendars, meetings, travel, reports, and minutes.
• Develop and implement office policies and procedures for documentation.

Skills

Office administration

Calendar management

Budget basics

Records management

Confidentiality handling

Verbal/written communication

Education

Associate degree

Bachelor's degree

Tools

Canva

Adobe applications

Social media platforms

Job description

Job Title: Administrative Coordinator - Student Affairs

Location: MGA - Macon

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 305529

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 coordinating executive, logistical, and administrative support to the Vice President and the units of the Division of Student Affairs. This position is a principal point of administrative contact for students, staff, faculty, alumni, families, and other campus and community stakeholders.

Responsibilities

• Manages the Day-to-Day Operations and Provides Administrative Assistance -
  • Serves as the liaison first point of contact for the Division; answers telephone and greets visitors; provides information and assistance.
  • Schedules appointments and manages complex calendars; coordinates meetings; assists with travel arrangements; prepares reports and minutes of meetings.
  • Coordinates the flow of information, composes and distributes routine correspondence and reports.
  • Develops and implements office policies and procedures for the submission of documentation.
  • Develops division-wide semester calendars, including deadlines and due dates.
  • Maintains office supply inventory and makes purchases as needed for all areas.
  • Maintains and protects all confidential verbal and written communications, securing sensitive and confidential student documentation and departmental records.
  • Assists with the maintenance of departmental websites, updating departmental information and resources.
  • Assists with electronic and paper record organization and management.
  • Submits and tracks building, facilities, and technology maintenance requests for departmental spaces.
  • Coordinates the delivery of mail and packages to appropriate departments.
• Assists with Budgets, Special Projects, Events, Services, and Initiatives -
  • Receives and distributes monthly budget reports; manages, processes, and tracks expenditures for a number of budgets; processes travel requests, disbursement requests and check requests.
  • Updates and publishes the student affairs handbook and other annual reports.
  • Assists with implementation and communication related to the Student Health Insurance Program (SHIP)
  • Schedules room and space reservations.
  • Identifies as a Campus Security Authority (CSA)
  • Performs related work as required.

Required Qualifications

• Educational Requirements Knowledge and level of competency of commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an associate degree.
• Required Experience Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with three to five years' experience or service.

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 Educational Qualifications Bachelor's degree and three years of progressively responsible administrative support experience
• Preferred Experience Experience working in a college or university environment.
• Experience providing administrative support in student affairs, counseling, accessibility/disability services, or a related student support environment.
• Experience handling confidential or sensitive records and information.

Knowledge, Skills, & Abilities

• Knowledge of modern office practices and procedures.
• Knowledge of university and departmental policies and procedures.
• Knowledge of university units and their functions.
• Knowledge of FERPA, HIPAA, and practices related to maintaining confidential student information.
• Knowledge of budget processes.
• Knowledge of computers and job-related software programs.

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 on-line 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.