Resource Support Specialist (Administrative Coordinator)

University System of Georgia; Atlanta (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

The University System of Georgia invites applications for a Resource Support Specialist (Administrative Coordinator) based in the ITS office in Athens, GA. This regular, full-time role requires onsite attendance five days a week with no remote option. Candidates must reside in Georgia or relocate.

Visa sponsorship is not provided. The position coordinates administrative and technical support operations for the Vice Chancellor, managing calendars, travel, onboarding, budgets, reports, and

Qualifications

• Associate's degree preferred. More than three years of experience performing clerical or administrative work in an office environment required. Equivalent combination of education and experience may be considered.

Responsibilities

• Answers telephones and greets visitors; provides information and assistance.
• Composes and prepares correspondence, reports and other documents.
• Manages calendars and travel arrangements for senior staff; schedules appointments.
• Provides support for virtual and face-to-face meetings.
• Develops and maintains database and spreadsheet files.
• Coordinates and provides support for a variety of assigned projects.
• Prepares a variety of regular and special reports as assigned.
• Coordinates onboarding procedures; manages division documentation for personnel actions.
• Assists in development of departmental budgets and monitoring/reconciling budgets.
• Prepares payment and reimbursement requests for senior staff.
• Maintains office supply inventory and coordinates equipment procurement/maintenance.
• Prepares meeting records (agendas, minutes, reports).
• Handles event planning, registrations, invitations.
• Sorts and distributes mail; performs physical inventory of equipment.

Skills

Office know-how

Budget management

Data reporting

Customer service

Communication

Multitasking

Education

Associate's degree preferred

Job description

Job Title

Resource Support Specialist (Administrative Coordinator)

Location

USO-Information Tech Services

Regular/Temporary

Regular

Full/Part Time

Full-Time

Job ID

304370

About Us

The University System of Georgia (USG) is comprised of 25 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

Location

This role is based at the Information Technology Services (ITS) office in Athens, Georgia, located at 2500 Daniells Bridge Road. Onsite attendance is required five days a week, and remote work is not offered for this position.

This position is for permanent, full-time employment. Candidates must reside in the state of Georgia or be willing to relocate to Georgia as a condition of employment.

Please note that we do not provide visa sponsorship or support visa transfers for this position at any point in time. Applicants must be legally authorized to work in the United States.

Job Summary

This position coordinates the administrative support operations or technical support operations of Vice Chancellor, a division, or a department. Administrative support activities generally include answering telephones, drafting correspondence, managing calendars and travel arrangements, providing meeting support, maintaining databases and records, monitoring assigned projects, and preparing reports. Technical support activities generally include managing onboarding of contract resources, processing accounts receivable/payable transactions, processing travel reimbursements, and purchasing equipment and supplies for the Vice Chancellor, Associate Vice Chancellor, and the division or department.

Responsibilities

Duties and amount of time spent performing the set of duties will vary based on administrative work cycles but include the following general administrative duties.

• 1. Answers telephone and greets visitors; provides information and assistance; takes messages and schedules appointments; refers to appropriate personnel.
• 2. Composes and prepares correspondence, reports and other documents.
• 3. Manager's calendars for senior division staff; schedules appointments; makes travel arrangements.
• 4. Provides support for virtual and face to face meetings.
• 5. Develops and maintains database and spreadsheet files.
• 6. Coordinates and provides support for a variety of assigned projects.
• 7. Prepares a variety of regular and special reports as assigned.
• 8. Coordinates administrative onboarding procedures for the division; manages division documentation that supports personnel action requests.
• 9. Assists in the development of departmental budget proposals and in monitoring and reconciling approved budgets.
• 10. Prepares payment requests and employee reimbursement requests for the Vice Chancellor and other senior staff.
• 11. Maintains office supply inventory; makes purchases as needed; coordinates with other administrative support staff on the acquisition and maintenance of department equipment.
• 12. Prepares records such as agendas, minutes and reports of meetings.
• 13. Serves departmental needs for arranging programs, events, or conferences; event registrations; issues invitations..
• 14. Sorts and distributes mail.
• 15. Performs physical inventory of equipment and supplies; maintains related records.

Required Qualifications

Associate's degree preferred. More than three years of experience performing clerical or administrative work in an office environment required. Equivalent combination of education and experience may be considered.

Knowledge, Skills, & Abilities

• 1. Knowledge of modern office principles and practices.
• 2. Knowledge of Board of Regents policies and procedures.
• 3. Knowledge of budget management principles.
• 4. Knowledge of computers and job-related software programs.
• 5. Knowledge of customer service principles and practices.
• 6. Skill in analyzing data and preparing reports.
• 7. Skill in decision making and problem solving.
• 8. Skill in interpersonal relations and in dealing with the public.
• 9. Skill in oral and written communication.
• 10. Ability to respond diplomatically to sensitive and critical issues.
• 11. Ability to effectively multi-task.

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.

Conditions of Employment

Offers of employment are subject to federal and state laws, as well as the statutes, rules, and regulations of this organization, and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG). These Bylaws and Policies are available for inspection upon request.

Equal Employment Opportunity

The University System Office is an equal employment, equal access, and equal opportunity employer. It is the policy of the University System Office to recruit, hire, train, and promote persons without regard to an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status as required by applicable state and federal laws.

For questions or more detailed information regarding this policy, please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.

Background Check

Offers of employment are subject to a background investigation, including criminal records history, to determine eligibility for employment. Additionally, credentials and employment history stated in your application materials are also subject to verification.

For certain positions, a satisfactory credit check, MVR, or other relevant investigations may also be conducted. The University System Office holds the sole discretion in assessing eligibility for employment.