Administrative Specialist

Administrative Specialist

Provides comprehensive administrative and office support services for Agricultural Research programs and operations, ensuring efficient workflow, effective communication, and coordination of departmental activities.

Major duties include:

• Greeting all visitors in a friendly manner and helping as needed
• Providing excellent customer service to everyone including inside and outside customers
• Answering, screening, and transferring inbound calls for the department and acting as a backup to the research office when necessary
• Composng, preparing, and modifying documents such as memos and other correspondences when necessary
• Processing PANs for hiring student workers for Agricultural Research
• Creating travel and expense reports using People Soft for faculty and staff when necessary
• Creating and managing electronic requisitions through People Soft for Agricultural Research Station
• Handling NIGP Code searches for all unassigned requisition when necessary
• Handling all supplier contracts that are submitted from the Project Manager and following through until the process is complete
• Working closely with the Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrations
• Assisting the Associate Dean in program reviews, new course approvals, program mapping, and curriculum realignment for all the CAFST academic programs
• Entering work orders using school dude for maintenance or technical problems related to the building when reported
• Attending to general clerical duties including faxing, photocopying, and mailing
• Maintaining electronic and hard copy filing system as well as retrieving documents from filing
• Processing and submitting credit card statements received from cardholders to the Procurement office by the deadline
• Resolving/troubleshooting problems related to printers and copiers including the student lab and contacting support for all copier related issues that cannot be resolved in-house
• Managing calendars and email using Microsoft Outlook
• Scheduling and coordinating meetings, appointments, and travel arrangements when necessary
• Picking up mail from post office as well as distributing mail to various offices as required
• Ensuring the building is secured at the end of the day
• Sorting and distributing incoming mail
• Preparing and sending out announcement seminars/student presentations when necessary
• Representing the CAFST by assisting with the Georgia National Fair, and Sunbelt Exposition when needed

Knowledge required by the position includes:

• Computer skills and knowledge of relevant software;
  Microsoft Word, Excel and Power Point
• Knowledge of operation of standard office equipment
• Knowledge of clerical and administrative procedures and systems such as filing and recordkeeping
• Knowledge of principles and practices of basic office management
• Strong verbal and written communication skills
• Ability to plan and organize
• Ability to prioritize, assess and solve problems, gather, and monitor information
• Attention to details and accuracy
• Ability to maintain confidentiality work-related information and materials
• Ability to be flexible; adapt to change

Working conditions include:

• Regular schedule is Monday – Friday, 8 am – 5 pm
• Regular office environment, climate controlled
• May travel periodically

Physical requirements include:

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 40 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Minimum qualifications include:

• Bachelor's degree
• 5 or more years of relevant experience

Preferred qualifications include:

• Master's degree
• Experience in higher education