Administrative Professional Senior (Multiple Positions)

Georgia Institute of Technology; Seattle (WA); On-site; USD 33,000 - 44,000; Full time

Job summary

Georgia Tech in Atlanta seeks an experienced administrative professional to provide high-level services within a campus unit, supporting unit management and staff. You will coordinate calendars, meetings and events, manage budgets, and handle procurement processes to ensure smooth operations and timely reporting.

This role engages with vendors and visitors, may supervise junior staff, and requires a strong focus on accuracy, organization, and process improvement within a large research

Qualifications

• Advanced skills in general office administration including calendar planning, meetings, budget administration, procurement, reports.
• Experience with budgets, records, and office systems management.
• Knowledge of WorkDay and university procurement/policy guidelines.

Responsibilities

• Prepare and manage department budget; generate associated reports.
• Plan meetings and events including scheduling and logistics.
• Make travel arrangements for unit staff management.
• Review and resolve complex administrative questions; update unit procedures.
• Provide training and guidance to administrative staff as required.
• Compile, organize and analyze data for reports; maintain databases and records management systems.
• Coordinate payroll and HR related functions (time-keeping, PSFs, paperwork).
• Coordinate unit purchasing processes; track and manage purchasing activities.
• Originate and process correspondence, reports and documentation.
• Perform other duties as assigned.

Skills

Budget administration

Procurement

Records management

Event coordination

Office administration

Financial applications

Education

High school diploma

Tools

WorkDay

Job description

About Us

Georgia Tech prides itself on its technological resources, collaborations, high-quality student body, and its commitment to building an outstanding and diverse community of learning, discovery, and creation. We strongly encourage applicants whose values align with our institutional values, as outlined in our strategic plan. These values include academic excellence, diversity of thought and experience, inquiry and innovation, collaboration and community, and ethical behavior and stewardship. Georgia Tech has policies to promote a healthy work-life balance and is aware that attracting faculty may require meeting the needs of two careers.

About Georgia Tech

Georgia Tech is a top-ranked public research university situated in the heart of Atlanta, a diverse and vibrant city with numerous economic and cultural strengths. The Institute serves more than 45,000 students through top-ranked undergraduate, graduate, and executive programs in engineering, computing, science, business, design, and liberal arts. Georgia Tech's faculty attracted more than $1.4 billion in research awards this past year in fields ranging from biomedical technology to artificial intelligence, energy, sustainability, semiconductors, neuroscience, and national security. Georgia Tech ranks among the nation's top 20 universities for research and development spending and No. 1 among institutions without a medical school.

Georgia Tech's Mission and Values

• Students are our top priority.


• We strive for excellence.


• We thrive on diversity.


• We celebrate collaboration.


• We champion innovation.


• We safeguard freedom of inquiry and expression.


• We nurture the wellbeing of our community.


• We act ethically.


• We are responsible stewards.

Over the next decade, Georgia Tech will become an example of inclusive innovation, a leading technological research university of unmatched scale, relentlessly committed to serving the public good; breaking new ground in addressing the biggest local, national, and global challenges and opportunities of our time; making technology broadly accessible; and developing exceptional, principled leaders from all backgrounds ready to produce novel ideas and create solutions with real human impact.

Department Information

The Office of the Chief Research Operations Officer (CROO) supports Georgia Techs $1.5 billion research enterprise by coordinating all areas of research administration and operational support. This includes governing research operations strategy, driving operational initiatives, overseeing research administration processes, strengthening service delivery, and aligning people, systems, and initiatives across research operations. The CROO oversees the Office of Sponsored Programs (OSP), the Office of Research Integrity Assurance (ORIA), the Office of Research Development (ORD), the Office of Research Operations and Infrastructure (ROI), and the Office of the CROO. Together, these functions underpin proposal and award administration, research compliance and integrity, research development, systems & data, research education & outreach, research space & infrastructure, operations, and continuous improvement in support of faculty, staff, and institutional research goals.

Job Summary

Provide high level, specialized administrative services within a campus unit, usually in direct support of unit management. Position usually encompasses organization of office services within area including coordinating calendars, meetings and events, budget administration, procurement and report preparation. May provide work coordination and supervision to lower level administrative personnel within the unit. This position will interact on a consistent basis with: unit management and staff, vendors and office visitors. This position typically will advise and counsel: administrative staff . This position may supervise lower level administrative staff.

Responsibilities

• Job Duty 1 - Prepare and manage department budget; generate associated reports


• Job Duty 2 - Plan meetings and other events to include scheduling, reservations, arrangements, etc.


• Job Duty 3 - Make travel arrangements for unit staff management and staff as directed


• Job Duty 4 - Review and resolve complex administrative related questions and issues; recommend new or revised unit administrative procedures


• Job Duty 5 - Provide training and ongoing work guidance (may include supervision) to administrative staff members as required


• Job Duty 6 - Compile, organize and analyze data for use in reports; develop and maintain databases and records management systems


• Job Duty 7 - Coordinate Payroll and HR related functions (time-keeping, PSFs, paperwork processing, etc.)


• Job Duty 7 - Coordinate unit purchasing process; track and manage purchasing activities


• Job Duty 8 - Originate and process correspondence, reports and other documentation


• Job Duty 9 - Perform other duties as assigned

Required Qualifications

High school diploma, GED Certificate or Vocational School Diploma

Required Experience

Six to eight years of job related experience

Preferred Qualifications

• Significant professional experience in a research, academic, government, or non-profit organization.


• Experience in WorkDay and knowledge of University System of Georgia and Georgia Tech procurement and travel policies/guidelines.

Required Documents To Attach

Cover letter and resume

SKILLS

Knowledge, Skills, & Abilities

This job requires advanced skills in general office administration to include budget administration, unit level procurement processing, document production and management, records management, event management, problem solving and office organization. Skill in use of advanced office and financial related computer applications is required.

Contact Information

Questions about the position may be directed to Mitzi Williams, Divisional Director of HR, [e-mail]

USG Core Values

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

Equal Employment Opportunity

The Georgia Institute of Technology (Georgia Tech) is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for all. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, and services. Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities. Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions. This prohibition applies to faculty, staff, students, and all other members of the Georgia Tech community, including affiliates, invitees, and guests.

Further, Georgia Tech prohibits citizenship status, immigration status, and national origin discrimination in hiring, firing, and recruitment, except where such restrictions are required in order to comply with law, regulation, executive order, or Attorney General directive, or where they are required by Federal, State, or local government contract. More information on these policies can be found here: https://www.usg.edu/policymanual/section6/c2714

Other Information

This is not a supervisory position.

This position does 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.

A6

Atlanta, GA

Anticipated hourly range of $24.28 to $31.69 will be commensurate with qualifications

Other Information

This position supports multiple units and executives under the Chief Research Operations Officer. Responsibilities within these units include a heavy emphasis on calendar and scheduling, meeting support, procurement, and travel. As this position interacts with many campus stakeholders, professionalism and a positive demeanor are key. Attention to detail, a customer service mindset, prioritization skills, and proactive problem solving are also critical in this role.

Background Check

Successful candidate must be able to pass a position of trust background and credit check. Please visit http://policylibrary.gatech.edu/employment/pre-employment-screening