Administrative Assistant II

Overview

Job Title: Administrative Assistant II

Location: Albany State Rec. Location

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 293975

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers  Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.

About Us

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504 College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 111.

The Administrative Assistant will provide comprehensive administrative, technical, and project support to departmental leadership and faculty of the department of Mathematics, Computer Science, & Physics. This role supports the planning, coordination, tracking, and documentation of technical projects and operational initiatives while ensuring efficient office operations. The position requires strong organizational skills, technical aptitude, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Sponsorship is not available for this position.

• Administrative and Technical duties: Provide day-to-day administrative support, including scheduling meetings, managing calendars, preparing correspondence, and maintaining records. Draft, format, and distribute reports, memoranda, presentations, and other official documents. Serve as a primary point of contact for internal and external stakeholders, responding to inquiries and directing requests appropriately. Maintain organized electronic and physical filing systems in accordance with institutional policies. Assist with purchasing, travel requests, reimbursements, and budget tracking as needed.
  
  Assist in the coordination and tracking of technical projects, programs, and operational initiatives. Maintain project documentation, timelines, task lists, and status reports. Collect, organize, and analyze basic project or operational data to support decision-making. Support implementation of technology tools, software systems, or databases used by the department. Provide basic troubleshooting assistance and coordinate with IT or technical teams when advanced support is required.
• Document Preparation: Creating, proofreading, and editing correspondence, reports, and other documents.
• Record keeping: Maintaining files, databases, and records related to administrative, financial, and academic matters. Assist with data collection and reporting for institutional, grant, or accreditation requirements. Ensure documentation complies with institutional policies and procedures. Support audits, assessments, or reviews by compiling required materials.
• Calendar management: Scheduling appointments, meetings, and travel arrangements for the department.
• Financial tasks: Process invoices, expense reports, and purchase orders; assist with budget reconciliation.
• Event coordination: Assisting with the planning and execution of events such as conferences, workshops, or social gatherings.
• Communication and Liaison: Internal and external communication:
  Serving as a point of contact for students, faculty, staff, and external stakeholders. Coordinate meetings, workshops, and project-related activities, including preparation of agendas and minutes. Communicate project updates, deadlines, and action items to team members. Support cross-functional collaboration among administrative, technical, and academic units. Monitor project milestones and follow up to ensure timely completion of assigned tasks.
• Disseminating Information: Communicating important information and updates to relevant parties.

• Required Qualifications
  :
  • Associate s degree in business administration or related field.
  • Six months to one year of experience in an office environment.
  • OR an equivalent combination of…