Administrative Specialist - Business and Finance

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Specialist to the Vice President for Business and Finance.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

JOB SUMMARY:

In the fast-paced division of Business and Finance, this position provides high-level, confidential, administrative support to the Office of the Vice President for Business and Finance. The Administrative Specialist exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative, multi-tasks, and manages many competing priorities.

DUTIES/RESPONSIBILITIES:

• Provide front desk operations to include but is not limited to, answering phones, accepting packages and other deliveries, greeting visitors/guests, ordering office supplies, photocopying, mailings, and maintenance of office equipment.
• Compose correspondence; independently research and analyze associated issues and/or compile materials needed for decision making purposes.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the VP's office; follow up with appropriate parties to ensure deadlines are met.
• Responsible for maintaining the filing systems and ensuring all pertinent information and supporting materials are retained.
• Coordinates logistics for business travel, conferences, seminars and training programs for the VP's office.
• Prepare notices and schedule meetings; assist in preparation of meeting agendas and backup materials for meetings, as well as compilation of minutes from those meetings and serve as recording secretary when assigned.
• Division Pcard purchases and monthly reconciliation and purchasing card transactions.
• Enter requisitions and track purchase orders for the division as needed.
• Track and log in all Personal Action Notices (PANS).
• Act in the capacity of Troup Building Manager.
• Manage faculty and staff housing to include leases, move-in and outs, and coordination with facilities management for cleaning.
• Manage University's account for wireless devices (cell phones and Wi-Fi) including invoices, ordering new and replacement devices.
• Handles sensitive and confidential matters and correspondence with the maximum confidence. Regularly reviews and edit the division website as well as update the organizational newsletter for distribution.
• Interacts with administrators, faculty, staff, parents, students and other constituents to ensure effective communication between the VP office and both internal and external constituencies.
• Update University's SAM and Grants.gov accounts as needed.
• Update facilities building information in Banner.
• Perform other related duties as requested.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient in a variety of Windows-based computer programs including MS Outlook, Word, Excel, PowerPoint.
• Interpersonal and communication skills with the ability to interact effectively with constituents at all levels required.
• Effective writing and verbal skills.
• Competent handling of confidential and sensitive issues with judgment, discretion, and diplomacy.
• Strong database experience.
• Demonstrated organizational skills and ability to promote process improvements to create institutional efficiencies and ability to scale.
• Budget management experience
• MS Excel skills with the ability to learn college operational and financial systems.

MINIMUM QUALIFICATIONS:

• Bachelor's degree and three (3) years of administrative experience.
• Possession of or ability to readily obtain a valid driver's license
• Knowledge of modern office practices and procedures.
• Knowledge of budget processes and management principles.
• Proficiency with Microsoft Office Suite.
• Strong prioritizing and organizational skills.
• Strong attention to details.
• Skill in identifying and solving problems.
• Strong oral and written communication.
• Skill in diplomacy.
• Exercises initiative and independent judgment in daily activities.

PREFERRED QUALIFICATIONS:

• Five plus years of administrative support with experience in providing executive-level administrative support within a large, complex organization.
• Knowledge of university and departmental policies and procedures.
• Knowledge of university academic units and their functions.
• Knowledge of University System of Georgia Board of Regents policies, procedures, practices, requirements and reporting structures.

Current Openings for Administrative Specialist Business and Finance Jobs at Fort Valley State University

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