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 equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.

JOB SUMMARY

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

MAJOR DUTIES

• Greet all visitors in a friendly manner and help as needed
• Answer, screen and transfer inbound calls.
• Create travel and expense reports using PeopleSoft for faculty and staff when necessary.
• Create and manage electronic requisitions through PeopleSoft for Agricultural Research Station and Cooperative Extension Office.
• Handle all supplier contracts that are submitted from the Facilities Project Manager and follow through until the process is complete.
• Work closely with the Facilities Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrations.
• Attend to general clerical duties including faxing, photocopying, and mailing.
• Maintain electronic and hard copy filing system as well as retrieve documents from filing system.
• Resolve/troubleshoot problems related to printers and copiers in the Agriculture Buildings including the student lab and contact support for all copier related issues that cannot be resolved in-house.
• Enter work orders for maintenance or technical problems related to the Agriculture Buildings when reported by Building Managers.
• Coordinate with Building Managers on office assignments, Lab assignments and greenhouse assignments.
• Assist with construction meetings, note taking, vendor sign-in and preparing meeting agendas.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Pick up mail from post office as well as distribute mail to various offices as required.
• Coordination and communication with Vendors, IT, Facilities, Procurement, and Accounts Payable.
• Handle NIGP Code searches for all unassigned requisitions.
• Assist the other Administrative Team as needed.
• Other duties assigned as needed.
• Provide excellent customer service to everyone including inside and outside customers

KNOWLEDGE REQUIRED BY THE POSITION

• Computer skills and knowledge of relevant software; Microsoft Word, Excel and PowerPoint
• 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 of work-related information and materials
• Ability to be flexible; adapt to change

MINIMUM QUALIFICATIONS

• Bachelor's degree, or 5 or more years of relevant experience.

WORKING CONDITIONS

• Regular schedule is Monday – Friday, 8 am – 5 pm
• Regular office environment, climate controlled
• May travel periodically

PHYSICAL 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.

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 .