Administrative Specialist for the School of Sciences

Administrative Specialist for the School of Sciences

Located in Morrow, Georgia, Clayton State University is roughly 15 miles southeast of downtown Atlanta. The university offers employees an adaptable, collaborative environment that fosters professional and personal development. The university is committed to having a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Clayton State offers multiple certificates, Associate's, Bachelor's, and Master's Degree programs, which currently enroll over 5,500 students in challenging campus and online courses. Clayton State's main campus is situated on 214 beautiful acres in a lakeside setting just minutes from downtown Atlanta, making access to the vibrant metropolitan area swift.

The Administrative Specialist for the School of Sciences is an essential position that supports the effective operation of the school. This position provides comprehensive administrative support to the faculty, staff, and students of the School of Sciences, which includes approximately 20 faculty members, 300+ science majors, and hundreds of additional students enrolled in science courses. The role also provides support to the broader College of STEM, the Department of Computer Science and Information Technology, and the Department of Mathematics and Decision Sciences.

Administrative & Faculty Support Provide administrative support to the department head, faculty, and staff, including making copies of class and test materials, assisting with advisement and registration forms, and responding to faculty requests in a timely manner. Ensure office suites are open during established business hours; manage daily tasks including mail distribution, copier maintenance, and TV slideshow updates. Assist with adding courses in Banner and registering students for courses as directed. Coordinate and process reimbursements and expense reports for faculty and staff. Answer phones, respond to inquiries, and direct callers to appropriate offices and departments. Maintain organized OneDrive folders for faculty syllabi each semester. Collect and post faculty schedules and office hours at the start of each semester. Take minutes at departmental meetings and provide them to the department chair for review and distribution.

Purchasing & Financial Management Purchase office supplies, grant materials, and office equipment using a P-card; reconcile P-card purchases and maintain organized files of all expenditures. Create purchase requisitions and check requests as needed. Maintain a detailed purchasing database tracking date of purchase, arrival status, cost, items purchased, account codes, and other relevant information. Produce monthly budget spreadsheets for the department chair and assist with quarterly revenue reports for budget audits.

Records & File Management Maintain department records and filing systems, including curriculum materials, P-card reconciliations, check requests, travel expenses, purchase orders, petty cash, part-time faculty assessments, graduation evaluations, and assessment materials. Process and maintain faculty travel records, including travel authorizations, receipts for reimbursement, and expense reports.

Student Services Assist current and prospective students with questions related to university policies and procedures. Help maintain an alumni database and coordinate with the development office as appropriate.

Collaboration & Other Duties Collaborate with other College of STEM staff to coordinate duties and assignments across departments. Assist with school, college, and departmental events, including planning, setup, and coordination with other campus departments. Submit and follow up on work orders and requests as needed. Organize supply room and ensure adequate stock of materials. Perform other related duties as assigned.

Required Qualifications High school diploma or GED. Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams. Strong organizational skills and attention to detail. Excellent written and verbal communication skills.

Preferred Qualifications Bachelor's degree. Demonstrated experience in administrative support, office management, or a closely related role. Experience working in higher education or a university setting. Familiarity with university enterprise systems such as Banner. Experience managing purchasing, P-cards, or budget reconciliation processes.

Knowledge, Skills, & Abilities Proficient in Microsoft Office (Word, Excel, Outlook, Teams) and cloud-based computing platforms. Strong oral and written communication skills with the ability to interact professionally with faculty, staff, students, and external visitors. Effective organizational and time management skills with the ability to handle competing priorities. Ability to maintain accurate records and a detailed, organized filing system. Ability to work independently and as part of a collaborative team. Ability to maintain confidentiality of records and sensitive information. Ability to use sound judgment and problem-solving skills in day-to-day operations. Customer service orientation with a welcoming, professional demeanor. Ability to work in a fast-paced environment with frequent interruptions. The successful candidate will be expected to move between various campus buildings as needed on a daily basis to execute job duties. Ability to manage multiple priorities and deadlines in a fast-paced environment.

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.

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards.

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance. Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal opportunity and decisions based on merit are fundamental values of Clayton State University and the University System of Georgia (USG). Clayton State University 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 participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any Clayton State University 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.

Physical Demands: May spend long hours sitting and using office equipment and computers. May occasionally lift and move objects weighing up to 25 pounds. Will be required to move between various building on campus on a daily basis to complete job duties.

This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.