Administrative Assistant

Job Description

Job Description

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Assistant.

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.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY:

Perform a wide range of administrative office and support activities for Agricultural Research.

ESSENTIAL DUTIES/RESPONSIBILITIES:

• Greeting all visitors in a friendly manner and help as needed.
• Answer, screen and transfer inbound calls.
• Prepare and modify documents such as memos and correspondence when necessary.
• Process PANs for hiring student workers for Agricultural Research.
• Create travel and expense reports using PeopleSoft for faculty and staff when necessary.
• Create and manage electronic requisitions through PeopleSoft for Agricultural Research Station.
• Handle NIGP Code searches for all unassigned requisitions when necessary.
• Handle all supplier contracts that are submitted from the faculty and follow through until the process is complete.
• Enter work orders using school dude for maintenance or technical problems related to the Stallworth/Bio-Tech Buildings when reported.
• Attend to general clerical duties including faxing, photocopying, and mailing Maintain electronic and hard copy filing system as well as retrieving documents from the filing system Process credit card statements received from card holders and ensure they are submitted to the Procurement office by the deadline.
• Resolve/troubleshoot problems related to printers and copiers in the Stallworth Building including the student lab and contact support for all copier-related issues that cannot be resolved in-house.
• Manage calendars and email using Microsoft Outlook.
• Schedule and coordinate meetings, appointments, and travel arrangements for assigned faculty when necessary.
• Pick up mail from the post office as well as sort and distribute incoming mail to various offices as required.
• Ensure the Stallworth building is secured at the end of the day when necessary.
• Prepare and send out announcement seminars/student presentations when necessary.
• Represent the College of Agricultural by assisting with the Georgia National Fair, and Sunbelt Exposition when needed Job Summary Job Summary.
• Assist the Administrative Coordinator as needed and perform other duties as assigned.

QUALIFICATIONS:

• Associate degree.
• 3 or more years of relevant experience, preferably in an educational environment.
• Computer skills and knowledge of relevant software.
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and recordkeeping.
• Knowledge of principles and practices of basic office management.
• Strong verbal and written communication skills.
• Ability to plan and organize.
• Ability to prioritize, assess and solve problems, gather, and monitor information.
• Attention to details and accuracy.
• Ability to maintain confidentially work-related information and materials.
• Ability to be flexible; adapt to change.

PHYSCIAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and /or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORKING CONDITIONS:

• Regular schedule is Monday – Friday, 8 am – 5 pm.
• Regular office environment, climate controlled.
• Overnight travel is required.

USG Core Values Statement

The University System of Georgia is comprised of our 26 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

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .