Office Coordinator

Augusta University; Augusta (GA); On-site; USD 40,000 - 60,000; Full time

Job summary

A prominent educational institution in Georgia is seeking an Office Coordinator to assist with student application processing and recruitment for The Graduate School. Responsibilities include managing communications, preparing documents, and maintaining student records. The ideal candidate should possess strong customer service and organizational skills, with an emphasis on Microsoft Office proficiency. This is a full-time position located on-site.

Qualifications

• Associate's degree with 6+ years of office support experience.
• High School diploma with 9+ years of office support experience.
• Experience with student information systems or comparable database systems.

Responsibilities

• Assist with student application processing and recruitment initiatives.
• Manage multiple email accounts and respond to stakeholder inquiries.
• Prepare and maintain student records and reports.
• Coordinate meetings and provide administrative support.

Skills

Customer service skills

Interpersonal skills

Organizational skills

Verbal/written communication skills

Excel skills

Education

Associate's degree

High School diploma/GED

Tools

Microsoft Office (Word, Excel, Access, PowerPoint)

Job description

Office Coordinator

Job ID: 284315   Location: Augusta University   Full/Part Time: Full Time

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 10,500 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other. Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state. The University System of Georgia is comprised of 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.

Location

Augusta University- Health Sciences Campus and Summerville Campus locations listed.

College/Department Information

The Graduate School aims to provide a rich intellectual, academic and research environment for educating students to become leaders in the discovery, dissemination, and application of knowledge. Class sizes are small, and the faculty excel in cultivating supportive, collegial and professional relationships with students.

Job Summary

The Office Coordinator position is responsible for assisting with the student application processing and recruitment initiatives for The Graduate School. Duties include assisting with recruitment, application and admissions processes for all graduate programs and the summer program. The coordinator also assists with special projects and tasks as assigned by the Dean, Vice Dean, and Assistant Director of Graduate School Admissions and provides assistance to graduate school Senior Staff as needed.

Responsibilities

The duties include, but are not limited to:

• ADMISSIONS COMMUNICATIONS AND SUPPORT

• Monitor multiple AU email accounts (BIOMED, STAR, GRADSTUDIES) and respond to emails and phone calls from internal and external stakeholders daily to provide information accurately and timely. Serve as a basic Slate resource to assist during the application/admission process.
• Monitor and respond to biomedical and graduate inquiry form submissions and train/monitor timely responses to enhance student engagement and recruitment.
• Update and create admissions communications and correspondences. Create and update automated mailings for Slate. Provide knowledge of Graduate Programs Admissions requirements and processes.
• Help organize and coordinate Biomedical Sciences PhD interview and recruitment days, including scheduling, tracking, pre and post-communications and evaluations for attendees, and day-of responsibilities for on-campus visits. Schedule, coordinate, and set up virtual interviews for Biomedical Sciences PhD applicants. Set up and promote virtual recruitment sessions. Prepare and process paperwork and serve as liaison with AU offices (admissions, graduate programs, IT, etc.).
• Assist with additional Admission activities and processes as needed.

• ADMISSIONS DOCUMENTATION

• Prepare and maintain confidential student records, manage applicant and inquiry files, and provide frequent reports and updates on applicant progress.
• Assist with annual updates of admission requirements and application processes; onboarding new programs into application processes; support for Recruitment and Admissions Committee for Biomedical Sciences PhD.
• Assist with additional Admission documentation and promotion as needed.

• DATA ENTRY, TRACKING, AND REPORTING

• Maintain knowledge of Slate and Banner for inquiries, applicants, faculty, and enrolled students. Data entry, reporting, and creating files; obtain data and prepare reports and presentations; analyze data and prepare one-time reports as needed.

• ADMINISTRATIVE SUPPORT FOR THE TGS LEADERSHIP

• Manage Vice Dean's calendar and logistics for meetings; prepare documents, agendas/minutes, and correspondences; provide day-of support for meetings and events; assist with special projects as needed.

• SUMMER STAR PROGRAM

• Upload STAR documents into Slate, track receipts, code applicants in Slate, and prepare program materials and logistics; coordinate workshops and activities; track program training and compliance.

• OTHER DUTIES

• Perform other job-related duties as assigned.

Required Qualifications

Associate's degree with a minimum of six years of progressively responsible office support experience OR High School diploma, GED, or equivalent with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Experience with student information systems or comparable database systems. Advanced Excel skills.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficiency with Microsoft Office (Word, Excel, Access, PowerPoint) and other software/databases.

SKILLS

Excellent customer service, interpersonal, multi-tasking, organizational, and verbal/written communication skills.

ABILITIES

Ability to maintain confidentiality and coordinate multiple projects, meet deadlines, keep accurate records, and make independent decisions.

Shift/Salary/Benefits

Details not fully listed here.

Conditions of Employment

All selected candidates must pass a Background Check prior to starting. If applicable, a credit check may be required for Positions of Trust or departmental purchases. Motor vehicle reports may be required for driving positions. For Faculty Hires, provide transcripts and educational evaluations as needed. All employees must protect sensitive information and comply with cybersecurity and privacy policies.

Other Information

This position promotes a customer-friendly environment and superior service to patients, students, faculty, and employees. Augusta University is tobacco-free.

Equal Employment Opportunity

Augusta University is an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Apply at the Augusta University careers site and search by Job ID 284315. Follow instructions to apply as External or Internal applicant as appropriate. For assistance, contact 706-721-9365.