Administrative Specialist/Office Manager

JOB SUMMARY

This position is responsible for coordinating the administrative functions of the Office of the Provost & Vice President for Academic Affairs.

MAJOR DUTIES

• Manages the implementation of the Title III Transforming Instruction and Staff Administrative Management with Technology grant.
• Plans and manages fall and spring commencement exercises.
• Prepares annual and summer faculty contracts.
• Coordinates the annual promotion, rank, and tenure review process.
• Completes and manages annual faculty events.
• Manages the provision of academic support for the university's Academic Affairs functions.
• Provides clerical support for the Provost.
• Manages calendars and makes appointments for the Provost.
• Prepares a variety of regular and special reports.
• Enters new faculty hiring information
• Researches, prepares, and distributes correspondence and reports.
• Coordinates travel arrangements for Academic Affairs personnel.
• Modify and update various internal documents, reports and publications
• Performs related duties as assigned

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of university and University System of Georgia policies and procedures
• Knowledge of modern office practices and procedures.
• Knowledge of university and departmental policies and procedures.
• Knowledge of computers and job-related software programs, including SharePoint.
• Skill in prioritizing and organizing work.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Provost & Vice President for Academic Affairs assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

GUIDELINES

Guidelines include the faculty handbook, Board of Regents policies and procedures, the Graduate/Undergraduate Catalog, the student handbook, and university and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of varied administrative duties. The variety of duties combined with the need to interpret and reconcile diverse guidelines contributes to the complexity of the position.
• The purpose of this position is to manage the administrative functions of the Provost's Office. Successful performance helps ensure the efficiency of those operations.

CONTACTS

• Contacts are typically with co-workers, other university employees, representatives of the Board of Regents, students, parents, vendors, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

• This position supervises assigned student workers.

MINIMUM QUALIFICATIONS

• Baccalaureate degree in a course of study related to the occupational field required.
• More than three years of related experience required.

PREFERRED QUALIFICATIONS

• Experience working at a college or university, preferably in the provost office.

Current Openings for Administrative Specialist/Office Manager Jobs at Fort Valley State University

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