Office Coordinator II

Administrative Support Coordinator

This position serves as the primary office contact for the Director of Auxiliary Services, providing administrative and operational support for that area and for various departments throughout Auxiliary Services. Responsibilities include managing deposits, invoices, and accounts payable for vendors and contractors, as well as reconciling employee meal plans, vending refunds, and commissions.

Administrative Support - 70% - Provides customer service to all students, faculty, and staff, serving as the first point of entry for Auxiliary Services. - Provides assistance by screening calls, visitors, and mail; making travel reservations; processing travel reimbursements; ordering supplies; submitting requisitions in PeopleSoft Financials; and processing confidential matters. - Supports Auxiliary Services by routing University contracts and documents for review and approval. - Processes deposits, invoices, and accounts payable for vendors and contractors. - Coordinates with vendors on service requests, issue reporting, and logistical support, including processing customer refunds. - Reviews contractor invoices and commissions for completeness prior to submission. - Compiles standard reports and gathers operational and financial data from auxiliary units, including Dining Services, for leadership review and decision-making. - Provides administrative support for the Director of Auxiliary Services, Assistant Director of Auxiliary Services, the Bobcat Card Office, Mail Services, Parking & Transportation, Marketing, Dining Services, the Bookstore, and University Vending. Administrative Operations Support - 25% - Maintains contract files and tracks renewal timelines for leadership review. - Assists with processing and recording transactions related to Housing deposits, Facility & Staff Meal Plans, Deposit Transmittals to Ledger, and Dual Enrollment Invoices for the Bookstore. - Processes purchase requisitions and payment requests in accordance with University procedures. - Maintains organized records of financial transactions, contracts, and supporting documentation. Other Duties As Assigned - 5% - Contributes to the overall success of Auxiliary Services by performing other duties and responsibilities as assigned.

Required Qualifications Educational Requirements High School Diploma Required Experience Three or more years of job-related experience.

Preferred Qualifications Preferred Experience: Five or more years of related experience. Preferred Education: Bachelor's degree

This position is a pay grade 7. The minimum salary is $40,729. Starting salary within this range is based on relevant years of experience.

ABILITIES - Ability to provide outstanding customer service at all levels, both inside and outside the University - Ability to communicate effectively and work well with a wide range of constituencies in a multifaceted community - Ability to follow through on commitments and meet assigned deadlines - Ability to assist with coordinating communication among stakeholders and business partners as needed - Ability to exercise discretion and sound judgment when handling confidential matters - Ability to manage multiple priorities across various departments in a fast-paced environment - Ability to work independently with minimal supervision while supporting multiple stakeholders KNOWLEDGE - Proficiency in Microsoft Office - Strong understanding of accounts payable and accounts receivable - Familiarity with administrative processes related to contract routing and documentation - Basic understanding of invoice processing and documentation review procedures - Knowledge of University purchasing, requisition, and payment processing procedures (e.g., PeopleSoft Financials) - Knowledge of confidentiality requirements and protocols for handling sensitive financial and personnel information - Knowledge of general office and records management practices SKILLS - Excellent interpersonal and communication skills, both verbal and written - Receptionist skills, including the ability to create, compose, and edit written materials and schedule appointments - Skill in Microsoft Office, with emphasis on Word and Excel - Skill in scheduling and following up on multiple simultaneous projects - Skill in reconciling financial transactions and identifying discrepancies - Skill in maintaining organized, accurate financial and contract records

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.

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.

This is not a supervisory position. This position has financial responsibilities. This position may be required to drive. This role is not considered a position of trust. This position requires a purchasing card (P-Card). This position may travel 1%-24% of the time.

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