Administrative Coordinator - Dept. of Natural Sciences

Job Title:

Administrative Coordinator - Dept. of Natural Sciences

Location:

MGA - Macon

Regular/Temporary:
Regular

Full/Part Time:
Full-Time

Job

Middle Georgia State University (MGA), a multi‑campus, baccalaureate and graduate degree‑granting public institution, is the most affordable public state university in Georgia. MGA has five campuses—Macon, Cochran, Dublin, Eastman, and Warner Robins, all located in central Georgia—and global outreach through its fully‑online campus. Its enrollment of 8,400 students is largely comprised of students from most of Georgia's 159 counties. The University has six academic schools, including Georgia's flagship aviation university, that support its mission to educate and graduate inspired, lifelong learners whose scholarship and careers enhance the state.

This position is responsible for coordinating and/or performing a wide variety of administrative, secretarial and program support activities on behalf of the Department of Natural Sciences.

Oversees Purchasing/Procurement/Maintenance Schedule of Departmental Supplies (35%)

Purchases laboratory supplies and equipment for all Department of Natural Science labs; maintains oversight of purchase orders; works closely with vendors to track supplies and equipment; maintains purchase card requests.

Maintains office supply inventory; makes purchases as needed.

Coordinates the maintenance and repair of office and lab equipment.

Coordinates Internal & External Communications (30%)

Serves as a primary point of contact and liaison with other offices, vendors and external institutions on a range of specified issues; organizes and facilitates meetings, conferences and special events as required.

Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.

Prepares memoranda, letters, emails and reports.

Assists in registering students.

Attends meetings and records minutes.

Sorts and distributes mail.

Coordinates Departmental Data/Scheduling (35%)

Enters courses in the Banner system; assigns classroom and laboratory space.

Gathers, enters and or/updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records for the office.

Monitors accounting activities as appropriate (e.g., grant monies, lab fees, etc.).

Maintains department files and records.

Maintains the Chair's calendar, schedules appointments.

Maintains required budget records.

Assigns advisors to students on all campuses.

May supervise student workers which may include recommendations for hiring, performance evaluation, training, work allocation and problem resolution.

Performs Related Duties as Assigned

Educational Requirements

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

Required Experience

Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

• Database management skills.
• Strong interpersonal and communication skills and the ability to work effectively in the community.
• Knowledge of modern office practices and procedures.
• Knowledge of university and school policies and procedures.
• Knowledge of computers and job‑related software programs.
• Skill in prioritizing and organizing work.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

The University System of Georgia is comprised of our 26 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.

More details on the USG Statement of Core Values and Code of Conduct are available in…