Administrative Assistant at Fort Valley State University in Fort Valley, GA, USA

Job description

• FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Assistant.
• Perform a wide range of administrative office and support activities for Agricultural Research

Responsibilities

• Greet all visitors in a friendly manner and help as needed
• Answer, screen and transfer inbound calls.
• Create travel and expense reports using PeopleSoft for faculty and staff when necessary.
• Create and manage electronic requisitions through PeopleSoft for Agricultural Research Station and Cooperative Extension Office.
• Handle all supplier contracts that are submitted from the Facilities Project Manager and follow through until the process is complete.
• Work closely with the Facilities Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrations.
• Attend to general clerical duties including faxing, photocopying, and mailing.
• Maintain electronic and hard copy filing system as well as retrieve documents from filing system.
• Resolve/troubleshoot problems related to printers and copiers in the Agriculture Buildings including the student lab and contact support for all copier related issues that cannot be resolved in-house.
• Enter work orders for maintenance or technical problems related to the Agriculture Buildings when reported by Building Managers.
• Coordinate with Building Managers on office assignments, Lab assignments and greenhouse assignments.
• Assist with construction meetings, note taking, vendor sign-in and preparing meeting agendas.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Pick up mail from post office as well as distribute mail to various offices as required.
• Coordination and communication with Vendors, IT, Facilities, Procurement, and Accounts Payable.
• Handle NIGP Code searches for all unassigned requisitions.
• Assist the other Administrative Team as needed.
• Other duties assigned as needed.
• Provide excellent customer service to everyone including inside and outside customers

Requirements

• Computer skills and knowledge of relevant software; Microsoft Word, Excel and PowerPoint
• 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 confidentially of work-related information and materials
• Ability to be flexible; adapt to change
• Bachelor's degree, or 5 or more years of relevant experience.

Skills

Required

• Ability to plan and organize
• Attention to details and accuracy
• Ability to be flexible; adapt to change