Office Coordinator

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Office Coordinator.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

Job Summary

Oversees office communications and supports essential operations, manage emails, phone calls, mail, and coordinate meetings, ensuring efficient workflow and effective communication within the office environment. Must be capable and competent to act on behalf of the Program Development and Administration Manager, hold impromptu conversations with guests/visitors and set standard for good office decorum.

Essential Duties/Responsibilities

• Plan/arrange priorities of office functions.
• Direct incoming telephone calls and mail correspondences.
• Maintaining files and records with effective filing systems.
• Create office forms and standard workflow procedures.
• Supporting other teams with various administrative tasks (redirecting calls, disseminating
  
  

correspondences, scheduling meetings, etc.).

• Monitor office expenditures and handle all office contracts (rent, service, consulting, etc.).
• Monitor office supplies inventory and placing orders via requisitions and payment request
  
  

(PeopleSoft).

• Order general supplies program wide.
• Assist in vendor relationship management.
• Monitor internal processes and recommend improvements.
• Assist Executive Director and management staff with the grant application processes.
• Collect weekly center team minutes and ensure all center concerns and complaints are
  
  

addressed.

• Send mass communication newsletters and correspondences routinely to center staff on behalf
  
  

of the Executive Director.

• Assist managers with organizing receipts and completing purchasing and summaries.
• Renew program's membership with various organizations (i.e. NAEYC, NHSA, GHSA, and
  
  

RIVHSA).

• Coordinate and assist with staff travel arrangements as needed.
• Other duties and projects as assigned.
  
  

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Education And Experience

Minimum of an Associate's degree in business administration required; a Bachelor's degree (B.A. or B.S.) from an accredited college or university preferred; or five or more years' experience and/or training as an executive administrative assistant or administrative coordinator; or equivalent combination of education and experience. Must be competent in the use of technical office equipment. Verbal and written communication skills, planning and organization skills, information gathering and monitoring, problem analysis and assessment, work and time management, advanced computer knowledge.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of young children, parents, staff, and community groups.

Mathematical Skills

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common

fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is frequently required to stand; walk; climb or balance; and stoop, kneel, crouch or crawl. The employee must regularly life and/or move up to 20 pounds.

The employee must be able to occasionally lift 20 pounds overhead and 40 pounds from waist to shoulder. Specific vision abilities required by this job include close vision, distant visions, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Working Conditions

• Climate-controlled working environment.
• Must be punctual and able to work Monday-Friday from 8:00 a.m. to 5:00 p.m.
• Must be able to work indoors as well as transition the classroom to outdoors.
• Possible exposure to communicable diseases.
• Possible exposure to blood and bodily fluids or tissues.
• Job requires sitting for long period of time (during planning and reporting) and standing for long periods of time (during observations and training), as well as stooping, squatting, and running.
• Availability to attend programmatic trainings, meetings, and seek out staff development opportunities
  
  

USG Core Values Statement

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.

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