Administrative Coordinator - School of Communication and Media - HSS
Job ID: 279323
Location: Kennesaw, Georgia
Full/Part Time: Full Time
Regular/Temporary: Regular
About Us
Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity?
Do you want to cultivate an inclusive environment that encourages free expression and civil discourse? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!
Location
Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.
Job Summary
Provides administrative and operational support to assigned departments. Communicates with external vendors and campus stakeholders, completes some customer service tasks, and facilitates purchasing processes. Performs common office tasks, such as facilitating business processes, assisting with business correspondence, taking minutes in meetings, and maintaining digital and paper filing systems. May be responsible for submitting and reviewing purchase requisitions. May support multiple leaders, departments, teams, and/or units as assigned or requested.
Responsibilities
KEY RESPONSIBILITIES:
1. Provides advanced administrative support and serves as the point of contact for assigned department(s)
2. Researches and submits purchasing requests via multiple methods, including ePro, OwlPay, and Purchasing Card (Pcard) to acquire equipment, supplies, and services
3. Assists in resolving billing issues associated with open purchase orders and confers with university departments regarding requirements, specifications, and deliveries
4. Serves as primary scheduling contact with the campus and external community with an understanding of how to manage conflicting priorities
5. Assists with coordinating and scheduling meetings and events
6. Coordinates the signature and redistribution of documents as needed
7. Coordinates, research, and collects data as requested
8. Works with internal and external customers to facilitate requests to advertise departmental assets in accordance with the University Advertising Policy when required
9. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
10. Maintains records management, including filing, correspondence, tracking, and archiving files
11. Responsible for answering the phone, providing information, and/or transferring or redirecting calls to the appropriate contact
12. May manage Registered Visitor process for assigned departments, including entering requests and renewals and serving as the point of contact for each phase of the process
Required Qualifications
Educational Requirements
Associate degree from an accredited institution of higher education or an equivalent combination of relevant education and/or experience.
Required Experience
Four (4) years of related administrative experience
Preferred Qualifications
Preferred Educational Qualifications
Undergraduate or advanced degree from an institution of higher education
Preferred Experience
Previous experience in higher education
Experience providing administrative support for large teams
Experience providing administrative support to department leadership/executives
Experience with complex and large purchasing orders
Knowledge, Skills, & Abilities
ABILITIES
Able to respond to vendor/supplier inquiries and/or questions in a courteous and informative manner
Able to utilize standard office equipment and multi-line telephone system
Able to adapt to quickly changing circumstances
Able to take initiative and be a self-starter
Able to build relationships and coordinate with internal staff at all levels in a positive and productive manner
Able to handle multiple tasks or projects at one-time meeting assigned deadlines
Possesses a strong personal code of ethics, including the ability to maintain confidentiality
KNOWLEDGE
Knowledge of basic accounting, data, and administrative management practices and procedures
SKILLS
Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, communication (verbal and written), time management, project management, and presentation skills
Proficient with computer applications and programs associated with the position (i.e., Microsoft Office suite)
Strong attention to detail and follow-up skills
Strong customer service skills and phone and e-mail etiquette
USG Core Values
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 USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.
Equal Employment Opportunity
Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.
For additional information or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu.
Other Information
This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position does not require a purchasing card.
This position will not travel
Background Check
- Credit Report
- Standard Enhanced
- Education
results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.
All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.
https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf
To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=43000&JobOpeningId=279323&PostingSeq=1
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