Administrative Coordinator

Job Summary

The Administrative Coordinator for the Academic Affairs Office provides professional administrative and operational support to ensure the effective management of academic functions, including faculty contracts, class schedules, credential verification, and record keeping. This position serves as a central communication and coordination point between Academic Affairs, Human Resources, school leadership, and departmental administrative assistants to maintain smooth academic operations and compliance with institutional and accreditation standards.

Douglas Campus, 100 West College Park Drive, Douglas, GA 31533

• Prepare, process, and track all faculty contracts and appointment letters in coordination with Human Resources.
• Maintain accurate and confidential faculty personnel records, including contracts, evaluations, and credential documentation.
• Verify and document faculty qualifications and credentials to ensure compliance with institutional, state, and accrediting body requirements.
• Support onboarding of new faculty members by coordinating required paperwork, credential verification, and orientation materials.
• Assist in the preparation and maintenance of semester and annual class schedules in collaboration with school leadership and department chairs.
• Maintain and update course offerings, room assignments, and faculty teaching loads in scheduling systems.
• Monitor and communicate schedule changes to relevant stakeholders.
• Serve as a primary point of contact for inquiries to the Academic Affairs Office, ensuring prompt and professional responses.
• Facilitate effective communication and collaboration among Academic Affairs, Human Resources, school leadership, and administrative staff.
• Support dissemination of academic calendars, policies, and procedures to faculty and staff.
• Prepare correspondence, reports, meeting materials, and minutes for Academic Affairs leadership.
• Coordinate and schedule meetings, trainings, and academic events.
• Assist with data collection, reporting, and document management to support accreditation and compliance requirements.
• Maintain confidentiality and professionalism in handling sensitive information.
• Perform other duties as assigned by supervisor.

• Associate Degree.
• Minimum of 2-3 years of administrative or office experience, preferably in an academic, higher education, USG setting.
• Experience with faculty records management, scheduling, or HR coordination strongly preferred.
• Strong organizational skills with meticulous attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High degree of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite; experience with academic or HR information systems (e.g., Banner, MFE, Crystal) preferred.
• Strong interpersonal skills and the ability to work collaboratively across departments.

South Georgia State College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, sexual orientation, gender identity or expression, national origin, religion, age, veteran status, political affiliation, or disability. Individuals in need of reasonable accommodations under the Americans with Disabilities Act to participate in the search process should notify Human Resources.

Position of Trust. Completion of SGSC annual compliance training course such as State Business Transactions, Drug free Workplace, Anti-Harassment Policy, Introduction to Information Security, Workers Compensation, Motor Vehicle Policy, USG Ethics Policy, Conflict of Interests/Outside Activities Policy, Leave Procedures for Faculty and Staff, Georgia Open Records Act, Family Educational Rights and Privacy Act (FERPA), Contracts 101. Must be able to perform duties and responsibilities with or without reasonable accommodation.

This role is considered a position of trust. This position may travel 1% - 24% of the time.

Mid-Senior level

Full-time

Administrative