Administrative Assistant

Administrative Assistant

Fort Valley State University Cooperative Extension Program (FVSU-CEP) is seeking an Administrative Assistant. The administrative assistant is responsible for performing a wide range of administrative office and program support activities for the Associate Dean of Extension/Administrator, Cooperative Extension Program.

Major duties include:

• Recognize and provide excellent customer service.
• Must be computer literate and possess typing skills.
• Must be familiar with FVSU process of routing payment requests and the submission of contracts and requisitions.
• Must be able to process travel authorizations, service agreements, etc.
• Answer professionally, screen and transfer inbound telephone calls.
• Manage incoming and outgoing mail.
• Receive and direct clientele/visitors.
• General clerical duties including typing, photo copying, scanning, faxing and mailing.
• Proof materials as requested by the Associate Dean for Extension.
• Order supplies, maintain inventory, bookkeeping and recordkeeping.
• Receptive to training designed to enhance job skills.
• Maintain electronic and hard copy filing system for retrieving documents.
• Ability to resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Open, sort and distribute incoming correspondence.
• Schedule and coordinate meetings, zoom appointments and travel arrangements.
• Prepare agendas for meetings and prepare schedules.
• Document/record minutes of departmental meetings.
• Occasionally represent the department at open houses outside of regular office hours.
• Performs other duties as assigned (i.e., prepay hotel and airline requests, for Extension Program Leaders and CARET representatives, as needed).
• Make plans for Congressional Hill visits for Cooperative Extension employees, the College of AG and CARET representatives.
• Must be able to supervise student employees.

Physical requirements include:

• Performs repetitive tasks periodically
• Required to stand or walk (i.e. some Extension Programs, deliveries to other departments) occasionally.
• Lift and/or move 25 pounds.

Working conditions:

• Regular schedule is Monday through Friday, 8am to 5pm.
• Regular office environment, climate controlled.

Minimum qualifications:

• Bachelor's Degree
• Seven (7) years relevant experience.