Georgia State University
Description:
Administrative Specialist, Administrative
Georgia State University
National Institute for Student Success (NISS)
The Sponsor Funded Administrative Specialist is the primary individual responsible for the daily management and coordination of office operations for the National Institute for Student Success (NISS). This role provides high-level administrative and operational support to the Executive Director and plays a critical role in ensuring the smooth functioning of the executive office. Responsibilities include managing day-to-day activities, coordinating staff travel and events, maintaining records and filing systems, organizing office projects, and serving as a central point of contact for internal and external communications. The ideal candidate demonstrates strong organizational skills, sound judgment, and the ability to manage multiple priorities independently in a fast-paced academic environment.
WHAT MAKES NISS A GREAT PLACE?
•Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
•A knowledge-sharing organization that works collaboratively with diverse partners.
•Professional development opportunity and mentorship
•A rapidly growing center within an academic setting
HERE IS WHAT YOU WILL DO
The Sponsor Funded Administrative Specialist Job Duties include:
•Manages and coordinates the Executive Director's calendar, scheduling appointments, meetings, and engagements with internal and external stakeholders to include any A.V needs; provides proactive planning support to ensure all priorities are met efficiently. Periodically support other NISS leadership with external meetings.
•Serves as the primary administrative liaison between NISS and other departments within the Division of Student Success, escalating inquiries or concerns to appropriate leadership as needed.
•Oversee general office operations, including ordering supplies, coordinating deliveries, managing vendor relationships, maintaining inventory, and ensuring timely renewal and compliance with service contracts. Submits Facility Maintenance Requests (FMR) as needed.
•Maintains organized department records and files, including tracking expenses, contracts, and weekly reports; manages documentation flow and mail distribution. Assists with routing and tracking of signature requests and official documents.
•Coordinates all aspects of staff travel, including submitting Travel Authorization Forms, booking airfare and car rentals via Concur Travel, and processing Travel Expense Statements.
•Supports onboarding of new employees in collaboration with the Business Manager and HR Business Partner by scheduling ensuring access to necessary resources and systems.
•Acts as the first point of contact for the front office, greeting and assisting callers, visitors, faculty, staff, and students with professionalism and courtesy.
•Perform other professional related duties as assigned.
Disclaimer:
This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.
As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee's direct supervisor.
Qualifications:
Minimum Hiring Qualifications:
Bachelor's degree and two years administrative experience; or high school diploma or GED and six years administrative experience; or a combination of education and related experience.
Preferred Hiring Qualifications:
Preferred Qualifications:
Administrative Specialist, Administrative
Georgia State University
National Institute for Student Success (NISS)
The Sponsor Funded Administrative Specialist is the primary individual responsible for the daily management and coordination of office operations for the National Institute for Student Success (NISS). This role provides high-level administrative and operational support to the Executive Director and plays a critical role in ensuring the smooth functioning of the executive office. Responsibilities include managing day-to-day activities, coordinating staff travel and events, maintaining records and filing systems, organizing office projects, and serving as a central point of contact for internal and external communications. The ideal candidate demonstrates strong organizational skills, sound judgment, and the ability to manage multiple priorities independently in a fast-paced academic environment.
WHAT MAKES NISS A GREAT PLACE?
•Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
•A knowledge-sharing organization that works collaboratively with diverse partners.
•Professional development opportunity and mentorship
•A rapidly growing center within an academic setting
HERE IS WHAT YOU WILL DO
The Sponsor Funded Administrative Specialist Job Duties include:
•Manages and coordinates the Executive Director's calendar, scheduling appointments, meetings, and engagements with internal and external stakeholders to include any A.V needs; provides proactive planning support to ensure all priorities are met efficiently. Periodically support other NISS leadership with external meetings.
•Serves as the primary administrative liaison between NISS and other departments within the Division of Student Success, escalating inquiries or concerns to appropriate leadership as needed.
•Oversee general office operations, including ordering supplies, coordinating deliveries, managing vendor relationships, maintaining inventory, and ensuring timely renewal and compliance with service contracts. Submits Facility Maintenance Requests (FMR) as needed.
•Maintains organized department records and files, including tracking expenses, contracts, and weekly reports; manages documentation flow and mail distribution. Assists with routing and tracking of signature requests and official documents.
•Coordinates all aspects of staff travel, including submitting Travel Authorization Forms, booking airfare and car rentals via Concur Travel, and processing Travel Expense Statements.
•Supports onboarding of new employees in collaboration with the Business Manager and HR Business Partner by scheduling ensuring access to necessary resources and systems.
•Acts as the first point of contact for the front office, greeting and assisting callers, visitors, faculty, staff, and students with professionalism and courtesy.
•Perform other professional related duties as assigned.
Disclaimer:
This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.
As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee's direct supervisor.
Qualifications:
Minimum Hiring Qualifications:
Bachelor's degree and two years administrative experience; or high school diploma or GED and six years administrative experience; or a combination of education and related experience.
Preferred Hiring Qualifications:
Preferred Qualifications:
- .3 years of experience managing executive-level travel logistics, scheduling meetings, and engagements with internal and external stakeholders to include any A/V needs.
- 1 year of project management experience or demonstrating ability to prioritize and complete multiple assignments with competing deadlines, to include, but not limited to : Coordinating all aspects of staff travel, including submitting Travel Authorization Forms, booking airfare and car rentals via Concur Travel, and processing Travel Expense Statements; Managing event logistics such as room reservations, catering, and parking requests
- 2 years of office management experience to include, but not limited to: Maintaining organized department records and files, including tracking expenses, contracts, and weekly reports; manages documentation flow and mail distribution. Assists with routing and tracking of signature requests and official documents; Overseeing general office operations, including ordering supplies, coordinating deliveries, managing vendor relationships, maintaining inventory, and ensuring timely renewal and compliance with service contracts. Submitting Facility Maintenance Requests (FMR) as needed; Acting as the first point of contact for the front office, greeting and assisting callers, visitors, faculty, staff, and students with professionalism and courtesy.
- Familiarity with university policies, procedures, and purchasing systems
- Proficient in Microsoft Office Suite and travel/expense systems such as Concur.
- Excellent oral, written, and interpersonal communication skills.
- Excellent time management and organizational skills with attention to detail.
- Demonstrated critical thinking and ability to work independently with minimal supervision and work collaboratively with ease.
- Experience managing or supervising student assistants or graduate workers.