Administrative Coordinator - Academic Affairs

About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University, as stated in the Blazer Creed and reflected in our commitment to the University System of Georgia's Core Values.

Blazer Creed Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core values of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University.

Civility - A Blazer shows courtesy and compassion as well as respect for the dignity of every human being.

Integrity - Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty.

Citizenship - Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.

As a Blazer, we pledge to uphold the core principles of Civility, Integrity, and Citizenship.

Job Summary

Coordinate, oversee, and/or perform a wide variety of administrative and program support. Coordinate the provision of office and staff support services to the department or unit, and oversee and/or participate in the coordination, supervision, and completion of special projects and/or events.

Responsibilities

Typical Allocation of Duties:

Coordinate department or unit activities - 15%

Monitor and coordinate activities as appropriate, and prepares internal reports for management; participate in budget planning and management, as required.

Project development - 15%

Assist with project development and planning.

Maintain files, records, and databases - 15%

Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the department or unit.

Confidential administrative support - 20%

Provide confidential administrative support for the department or unit.

Primary point of contact - 15%

Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies.

Correspondence - 5%

Compose and prepare written documentation and correspondence for the department or unit.

Special Projects - 5%

Assist in the coordination, supervision, and completion of special projects as appropriate.

Coordination of supplies - 5%

Coordinate and oversees the day-to-day management of supplies, equipment, and facilities for the department or unit, as appropriate.

Supervision - 5%

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

Supervisor Expectations:

The Administrative Coordinator provides advanced administrative, financial, and operational support for the Office of Academic Affairs. This position manages budget and purchasing activities, coordinates administrative processes and projects, maintains institutional records and systems, and supports executive operations to ensure the effective and efficient functioning of the division.

Administrative Operations

• Provide comprehensive administrative support for special projects, strategic initiatives, and executive operations.
• Coordinate the day-to-day operations of the executive suite, including supervision of student assistants, front desk coverage, conference room management, and maintenance of office supplies and shared spaces and equipment.
• Serve as an introductory point of contact for internal and external stakeholders, responding to inquiries and directing requests as appropriate.
• Coordinate meetings, manage calendars, schedule appointments, and assist with event planning and logistical arrangements.
• Monitor deadlines, compliance requirements, reporting schedules, and project milestones to ensure timely completion.
• Maintain accurate and organized digital and physical filing systems.

Budget, Financial Management, and Purchasing

• Process invoices, reimbursements, travel expenses, and other financial transactions.
• Ensure compliance with university financial policies, procedures, and reporting requirements.
• Coordinate procurement activities, including purchase requisitions, vendor communications, and supporting documentation.
• Serve as Purchasing Card (P-Card) holder for the Office of Academic Affairs and the President's Office.
• Coordinate and process travel arrangements and related documentation for the Office of Academic Affairs and the President's Office.

Required Qualifications

Required Experience
Associate's degree and five (5) years of related work experience.

Proposed Salary

$17.61/hr. ($36,628/ annual)

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.

Conditions of Employment

Applicants are required to provide:

• professional references with current contact information
• documentation of academic credentials
• employment history

Please note that during the search process, VSU reserves the right to:

• ask candidates who will serve in Positions of Trust to disclose criminal record history during the initial screening process and prior to a conditional offer of employment,
• view social media outlets, and
• remove job postings without additional notification.

Employment is contingent upon:

• successful completion of a background check investigation, including a criminal background check
• reference checks

Employment may also be contingent upon the job-based requirements if applicable for your position:

• satisfactory credit check
• successful completion of a Motor Vehicle Report (MVR)
• pre-employment drug testing
• confirmation of credentials

After initial hiring, employees will be required to successfully complete all of the following training:

• New employee orientation
• VSU's Annual Compliance Training:
  • USG Ethics Policy
  • Conflict of Interest/Outside Activities Policy
  • Drug Free Workplace
  • Sexual Misconduct and Title IX
  • Family Educational Rights and Privacy Act (FERPA)
  • Motor Vehicle Policy
  • Workers Compensation (new hires)
  • Georgia Open Records Act (new hires)
  • USG Cybersecurity Training (required twice yearly)
• Job-specific training such as: FMLA and Worker's Compensation, Budget Manager training, Purchasing Training (ePro & PCard), and Defensive Driving

Equal Employment Opportunity

Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual.

Background Check

• Position of Trust + Credit

Accommodations

If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting our Benefits Team, in the Office of Human Resources at vsubenefits@valdosta.edu.

Special Applicant Instructions

Valdosta State University may provide employment-based immigration sponsorship for select positions when consistent with institutional needs, University policy, and applicable law. Sponsorship is considered on a case-by-case basis and is not available for all positions. Applicants who anticipate requiring employer sponsorship now or in the future are encouraged to contact Human Resources early in the recruitment process with questions regarding sponsorship eligibility.

Clery Disclosure

The Jeanne Clery Campus Safety Act requires institutions of higher education to publish an Annual Security and Fire Safety Report (ASFSR). The ASFSR includes crime statistics for the three previous calendar years of reported crimes that occurred on campus; in or on certain non-campus buildings or property owned or controlled by our institution; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and fire safety policies and statistics. The ASFSR is published annually by October 1 and is available online at: https://www.valdosta.edu/administration/finance-admin/police/asfr-2026-ybl.pdf. You may request a paper copy of the report by emailing openrecords@valdosta.edu.