Office Coordinator-Library

Georgia College

Milledgeville (GA)

On-site

USD 42,000 - 56,000

Full time

8 days ago

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Job summary

Georgia College & State University’s Russell Library seeks an Office Coordinator to oversee administrative operations, budgeting, and purchasing. The role supports multiple library departments, maintains records, and ensures smooth day-to-day functioning of the library’s office.

The position requires a bachelor’s degree with three years of experience or an equivalent combination, plus familiarity with budgeting practices and standard office software.

Qualifications

Bachelor's degree with at least three years of experience.
Equivalent combination of education or experience.
Knowledge of budget practices and USG rules.
Proficiency with Outlook, Word, and Excel.

Responsibilities

Coordinate programs, projects, and processes in Russell Library's Administrative Office.
Serve as liaison on purchasing and operations within and outside the institution.
Provide front-line administrative support to the library's departments.
Assist in training and supervising lower-level staff; may be lead worker.
Manage library budget expenditures and related records, including foundation accounts.
Prepare monthly expenditure summaries and perform budget analysis.

Skills

Organization

Communication

Teamwork

Independent work

Education

Bachelor's degree + 3 years experience

Tools

Outlook

Word

Excel

ePro

Payment Request System

Job description

Office Coordinator-Library

Job ID: 302423
Location: Georgia College & State Univ
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Georgia College & State University (GCSU) is the state'sdesignated public liberal arts university, where students learn theessential skills to compete in a fast-paced and technology-drivenglobal society. The university prepares students for successfulcareers, leadership in communities, problem solving and life-longlearning through personalized attention in a residential settingwith opportunities for a variety of transformational experiencesthrough its award-winning, high-impact practices. One of only threeselective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offersundergraduate degrees in more than 40 majors, more than 30 graduateprograms, doctorates in education and nursing, professionalcertificates, and continuing education programs.
Georgia College & State University takes great pride incombining the educational experience of a private liberal artscollege with the affordability of a public university. Faculty andstaff are dedicated to student engagement and experiential learningthrough high-impact practices such as internships, service- andcommunity-based learning, leadership development, study abroadopportunities, mentored undergraduate research and a capstoneproject that fosters intellectual curiosity, reasoned inquiry andcritical thinking.
The university's beautiful and historic campus is locateddowntown in Milledgeville, Georgia, a charming college town ofapproximately 19,000 residents in Central Georgia, and only 90miles southeast of Atlanta. Milledgeville is also the home of notedAmerican author and alumna, Flannery O'Connor, '45, and the collegecommunity enjoys many exciting literary arts programs at O'Connor'sformer home, Andalusia, a National Historic Landmark owned by theuniversity. Milledgeville is located on the banks of beautiful LakeSinclair and Lake Oconee, allowing faculty, staff and students totake full advantage of the environmental and recreational benefitsof being part of a lake community. For cultural, educational andleisure opportunities beyond Milledgeville - Macon and Atlanta arelocated within easy driving distances.
Georgia College & State University is dedicated toprotecting academic freedom in addition to supporting freedom ofexpression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct. For more information,visit us online at gcsu.edu.

Department Information

Russell Library's Administrative Office provides administrativeand operational support for all library departments, includingAccess Services, Special Collections, Information Services andStudies and Collection and Resource Services.

Job Summary

Coordinates and administers programs, projects, and processes for Russell Library's Administrative Office, and serves as administrative liaison within and outside the institution on matters related to purchasing, personnel, and operations. Maintains the operating, materials, and sales & services budget expenditures, as well as a number of foundation accounts on behalf of the various departments in Russell Library; orders supplies and equipment for the library; makes payment for all services requiredfor daily operation of the library. Serves as liaison to the University's Budget Office for reconciliation of budget balances. Assists and coordinates departmental allocation expenditures. Maintains records, statistics, and reports regarding library operations. Performs statistical analysis as needed. Works closely with the Administrative Assistant I in the Dean's office, holding primary responsibility for purchasing-related tasks and the library's budget administration functions, and provides mutual backup coverage so that these functions continue without interruption when either position is out of the office.

Responsibilities

Office & Administrative Coordination -20%

Coordinates and administers programs, projects, and processes specific to Russell Library's Administrative Office.
Serves as administrative liaison within and outside the institution on matters related to purchasing and operations.
Provides front-line administrative support to the library's departments, including Access Services, Special Collections, Information Services and Studies, and Collection and Resource Services.
May assist in training, assigning, and checking the work of lower-level employees; may be designated as lead worker.

Procurement & Purchasing - 25%

Coordinates with each library department to receive invoices for all expenses and makes requests for payment within the PeopleSofteProcurement and Payment Request Center systems.
Library expenditures include various electronic tools used for library processing, equipment maintenance charges, software, electronic databases, periodical subscriptions, monographs, and other media.
Receives invoices and submits payment against open purchase orders.
Coordinates with the Budget Office and University Advancement to monitor and reconcile library expenditures, requesting additional information as needed concerning payment for goods and services.
Orders supplies and equipment for the library.
Manages requisitions within the eProcurement system, payment requests in the Payment Request system, and the Advancement Services Payment Request System.

Budget & Budget Forecasting - 20%

Maintains records of operating, materials, and sales & services budget expenditures, as well as a number of foundation accounts on behalf of the various departments in Russell Library.
Tracks expenditures and reconciles balances.
Coordinates with the Budget Office to monitor and reconcile library expenditures.
Provides monthly summaries of expenditures to the Library Executive Session.
Performs budget and statistical analysis.
Creates projections for the cost of annual expenditures and provides required expenditure information.
Collaborates with the Administrative Assistant I on management of the library's non-book-related foundation accounts.

Cross-Coverage - 20%

Works together with the Administrative Assistant I on purchasing-related tasks and budget administration for non-book-related foundation accounts.
Cross-trains with the Administrative Assistant I so that purchasing, space/room reservation, and budget administration duties can be covered by either position.
In the absence of the Administrative Assistant I, assumes responsibility for purchasing-related and travel/professional development tasks normally performed by that position.
Provides the Administrative Assistant I with the working knowledge needed to serve as backup on procurement, purchasing, and budget-tracking duties during the Office Coordinator's absence.

Records, Reporting & Personnel Support -10%

Maintains records, statistics, and reports regarding library operations.

Other - 5%

Other duties as assigned.

Required Qualifications

Educational Requirements

Bachelor's degree with at least three years of experience; OR an equivalent combination of education or experience.

Knowledge, Skills, & Abilities

ABILITIES

- Ability to present information to others in an organized, efficient manner both written and orally.
- Ability to work independently and as part of a team.

KNOWLEDGE

- Knowledge of GCSU and USG budget practices, rules, and regulations.
- Working knowledge of Outlook, Word, and Excel
- Working knowledge of ePro and the Payment Request systems, as well as the Foundation Payment system

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 Policy8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.218_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

Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG). The Board of Regents 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 the 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