Administrative Specialist

JOB SUMMARY

Provides comprehensive administrative and office support services for Agricultural Research programs and operations, ensuring efficient workflow, effective communication, and coordination of departmental activities.

Major Duties

• Greet all visitors in a friendly manner and help as needed
• Provide excellent customer service to everyone including inside and outside customers
• Answer, screen and transfer inbound calls for the department and act as a backup to the research office when necessary
• Create travel and expense reports using PeopleSoft for faculty and staff when necessary
• Create and manage electronic requisitions through PeopleSoft for Agricultural Research Station
• Handle NIGP Code searches for all unassigned requisition when necessary
• Handle all supplier contracts that are submitted from the Project Manager and follow through until the process is complete
• Work closely with the Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrations
• Aid the Associate Dean in program reviews, new course approvals, program mapping, and curriculum realignment for all the CAFST academic programs
• Enter work orders using school dude for maintenance or technical problems related to the building when reported
• Attend to general clerical duties including faxing, photocopying, and mailing
• Maintain electronic and hard copy filing system as well as retrieve documents from filing
• Process and submit credit card statements received from card holders to the Procurement office by the deadline
• Resolve/troubleshoot problems related to printers and copiers including the student lab and contact support for all copier related issues that cannot be resolved in-house
• Manage calendars and email using Microsoft Outlook
• Schedule and coordinate meetings, appointments, and travel arrangements when necessary
• Pick up mail from post office as well as distribute mail to various offices as required
• Ensure the building is secured at the end of the day
• Sort and distribute incoming mail
• Prepare and send out announcement seminars/student presentations when necessary
• Represent the CAFST by assisting with the Georgia National Fair, and Sunbelt Exposition when needed

Knowledge Required by the Position

• 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 confidentiality work-related information and materials
• Ability to be flexible; adapt to change

Working Conditions

• Regular schedule is Monday – Friday, 8 am – 5 pm
• Regular office environment, climate controlled
• May travel periodically

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear
• The employee is frequently required to reach with hands and arms
• The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl
• The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 40 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

Minimum Qualifications

• Bachelor's degree
• 5 or more years of relevant experience

Prior to employment, candidates will be required to provide proof of eligibility to work in the United States.

Equal Opportunity Employer