Administrative Specialist II

Georgia State University

College of Law

Law Research Centers

Part of one of the Southeast's largest comprehensive research universities, Georgia State Law is a dynamic urban-centered law school located in the heart of Atlanta with approximately 650 full-time and part-time students.

These are very exciting times for Georgia State Law. We are growing and delighted that you are interested in joining our team. Our organization includes individuals who are empowered to use their talent to achieve our mission, which includes accessible education, impactful research, and service to our communities.

The College of Law's Research Centers are currently seeking applicants to fill two vacancies for the position of Administrative Specialist II. These positions will work closely with faculty directors, deputy directors, and related center leadership to carry out the centers' initiatives and meet the centers' goals. These Administrative Specialist II's will collaborate and coordinate with other administrative staff members throughout the college to ensure the centers' needs are met.

The day-to-day duties range from business services, event management, departmental communications, travel support, grant support, support for educational programs and other initiatives, and other administrative needs. These positions will support the Center for Access to Justice, Center for the Comparative Study of Metropolitan Growth, Center for Law, Health & Society, and new Bondurant Center for Constitutional Law, Practice & Democracy.

Essential duties of this position include, but are not limited to the following:

Business Services

* Coordinate with the College of Law budget and finance staff on the centers' financial operations.

* Maintain, track and reconcile monthly expenditures of multiple center budgets (incl. state, foundation, Continuing Legal Education (CLE), grant, etc.).

* Pay invoices and honoraria, reimburse faculty expenses, and coordinate adjustments using Panther Mart and other university systems.

* Maintain P-card and make approved purchases.

* Route contracts.

* Event Management

* Coordinate with the College of Law Conference Center and IT staff for event needs.

* Identify and reserve space using the conference scheduling portal, post to the GSU calendar, complete communications requests, secure AV/IT as needed, order catering, set up registration site, order and prepare materials (incl. swag, nametags, packets, etc.), and process CLE materials.

* Monitor registration for numbers, dietary restrictions and disability accommodations that need to be addressed and process guest forms.

* Provide day-of support, such as setting up and running a registration table.

* Assist with off-site event coordination

* Process speakers' and other attendees' forms.

* Departmental Communications

* Answer center calls and respond to general information requests regarding centers.

* Coordinate with the Law communications staff on the centers' communications.

* Draft digital signage, post to social media, and submit website updates.

* Maintain contact lists, help with updates and ordering of handouts.

* Help with the preparation of e-newsletters and other email blasts.

* Provide support for center-related journals.

* Travel Support

* Arrange domestic and international travel for center faculty leadership, students, and guests (incl. airfare, lodging, etc.).

* Submit travel authorizations prior to travel and receipts for reimbursement after.

* Grant Support

* Coordinate with University Research Services & Administration and College of Law budget and finance staff to provide support through the life cycle of the grant.

* Assist with budget preparation, tracking, and reconciliation.

* Process grant-related payments and travel.

* Provide administrative support for grant-related activities.

* Administrative Management

* Perform administrative functions such as opening and closing the center space, maintaining common areas, ordering office supplies, maintaining the master calendar across centers, maintaining records and filing systems.

* Coordinate meetings (incl. invites, scheduling, ordering food, sending out agenda, taking meeting minutes, etc.).

* Provide meeting support for the center advisory boards.

* Assist with faculty search committees related to centers.

* Manage mailings or shipping. Prepare memoranda, teaching materials/exams, general correspondence and other documents for center faculty leadership.

Support other center needs as they arise.

Preferred Skills

* Strong verbal and written communication skills

* Interpersonal/human relations skills

* Program and project management skills

* Creativity and flexibility

* Strong attention to detail

* Ability to learn software applications (e.g., Spectrum and other budget processing, travel system processing, Marketing Cloud, iCollege, etc.)

* Ability to manage multiple projects simultaneously

Benefits - The University System of Georgia (USG) provides comprehensive benefits to Georgia State employees. USG offers healthcare, dental, vision and…