Office Coordinator I

One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, more than 30 graduate programs, doctorates in education and nursing, professional certificates, and continuing education programs.

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.

Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, leadership development, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, a National Historic Landmark owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is dedicated to protecting academic freedom in addition to supporting freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct. For more information, visit us online at gcsu.edu.

Job Summary

The Office Coordinator for the Office of University Housing provides essential administrative and operational support to ensure the efficient and effective daily operations of University Housing and Residence Life. This position plays a key role in managing office budgets and systems, coordinating purchasing and resources, and providing administrative support to staff and student engagement initiatives. The Office Coordinator contributes to a well-organized, responsive, and collaborative environment that supports the overall mission and operations of University Housing and Residence Life.

Responsibilities

Purchasing and Budget Support - 40%

Coordinate purchasing activities for the department, including processing orders, maintaining records, tracking expenditures, and ensuring adherence to institutional procurement guidelines.

Manage Housing programming budgets and oversee the maintenance of account spreadsheets.

Complete purchases as requested by University Housing and Residence Life staff.

Monitor and reconcile departmental University Purchasing (Visa) monthly credit card statement.

Monitor accounts and prepare budget transfers as needed.

Balance accounts monthly and resolve all discrepancies.

Provide budget/account updates on a regular basis or as requested.

Compile data and prepare fiscal reports.

Ensure compliance with purchasing guidelines.

Work with vendors to secure quotes and pricing information for orders.

Oversee the preparation and processing of supply and equipment orders for all University Housing accounts.

Oversee the preparation and processing of service and support agreements on equipment and software.

Supervise the receiving and distribution of supplies and equipment.

Verify accuracy of invoices and authorize payments.

Administrative Support - 30%

Perform comprehensive administrative support such as answering phones, responding to emails, greeting visitors, managing correspondence, filing documents, and supporting general office operations.

Maintain and manage the conference room schedule, including booking requests, resolving scheduling conflicts, and ensuring spaces are prepared for meetings and events.

Assist in calendar management and schedule meetings as needed.

Prepare correspondence, reports, presentations, and other materials as requested.

Manage office supplies, equipment, and technology needs for the Office of University Housing and place orders when needed.

Submit vendor contracts and service agreements on behalf of University Housing and/or Residence Life.

Renew all memberships for University Housing and/or Residence Life.

Supervisory - 20%

Supervise and provide daily guidance to student office staff, ensuring efficient completion of assigned tasks.

Train student employees on office procedures, customer service, confidentiality, and use of office systems.

Assign and monitor student staff responsibilities to ensure adequate office coverage and timely completion of work.

Provide feedback, coaching, and support to student employees to promote professional growth and accountability.

Coordinate student staff schedules, attendance, and workload based on office needs.

Other - 10%

Performs other duties as assigned including but not limited to serving on division or campus committees, and special projects.

Required Qualifications

Educational Requirements

High school diploma or equivalent

Required Experience

Minimum of two (2) years of administrative support experience or equivalent.

Preferred Qualifications

Preferred Educational Qualifications

Associate's degree.

Preferred Experience

Three years of administrative support experience.

Higher education administrative support experience.

Proposed Salary

This position is a pay grade 6. The available salary range is $35,441 to $43,329. Starting salary within this range is based on relevant years of experience.

For more information about GCSU compensation practices, click here: https://www.gcsu.edu/humanresources/pay-grade-structure.

Required Documents to Attach

• Cover Letter
• Resume
• Reference List

Knowledge, Skills, & Abilities

ABILITIES

Ability to handle sensitive information with discretion.

Ability to create, compose, and edit written materials.

Ability to maintain calendars and schedule appointments.

Ability to multitask and prioritize competing deadlines in a fast-paced office environment.

Ability to work independently and exercise sound judgment with minimal supervision.

Ability to build and maintain effective working relationships with staff, vendors, and students.

KNOWLEDGE

Proficiency in standard office software (e.g. Microsoft Office Suite or similar tools).

Knowledge of general accounting and bookkeeping principles related to account reconciliation and reporting.

Knowledge of office management principles and standard administrative practices.

SKILLS

Excellent communication and customer service skills.

Strong organizational and time management skills.

Database management and records maintenance skills.

Skill in operating standard office equipment and administrative technology systems.

Supervisory and training skills, including the ability to instruct and provide feedback to student staff.

Skill in reconciling financial records and identifying and resolving discrepancies.

USG Core Values

The University System of Georgia is comprised of our 25 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

Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG). The Board of Regents prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from the participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any USG program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Other Information

This is not a supervisory position.

This position has financial responsibilities.

This position will not be required to drive.

This role is not considered a position of trust.

This position does not require a purchasing card (P-Card).

This position will not travel

This position does not require security clearance.

Background Check

• Criminal Background Check
• Credit Check

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=36000&JobOpeningId=304263&PostingSeq=1

je-c2b28205af1744aba6f84e1bb4b9de97