Administrative Specialist

Administrative SpecialistProvides comprehensive administrative and office support services for Agricultural Research programs and operations, ensuring efficient workflow, effective communication, and coordination of departmental activities.Major duties include:Greeting all visitors in a friendly manner and helping as neededProviding excellent customer service to everyone including inside and outside customersAnswering, screening, and transferring inbound calls for the department and acting as a backup to the research office when necessaryComposng, preparing, and modifying documents such as memos and other correspondences when necessaryProcessing PANs for hiring student workers for Agricultural ResearchCreating travel and expense reports using PeopleSoft for faculty and staff when necessaryCreating and managing electronic requisitions through PeopleSoft for Agricultural Research StationHandling NIGP Code searches for all unassigned requisition when necessaryHandling all supplier contracts that are submitted from the Project Manager and following through until the process is completeWorking closely with the Project Manager to ensure all guidelines are followed relating to the processing of the contracts, and supplier registrationsAssisting the Associate Dean in program reviews, new course approvals, program mapping, and curriculum realignment for all the CAFST academic programsEntering work orders using school dude for maintenance or technical problems related to the building when reportedAttending to general clerical duties including faxing, photocopying, and mailingMaintaining electronic and hard copy filing system as well as retrieving documents from filingProcessing and submitting credit card statements received from cardholders to the Procurement office by the deadlineResolving/troubleshooting problems related to printers and copiers including the student lab and contacting support for all copier related issues that cannot be resolved in-houseManaging calendars and email using Microsoft OutlookScheduling and coordinating meetings, appointments, and travel arrangements when necessaryPicking up mail from post office as well as distributing mail to various offices as requiredEnsuring the building is secured at the end of the daySorting and distributing incoming mailPreparing and sending out announcement seminars/student presentations when necessaryRepresenting the CAFST by assisting with the Georgia National Fair, and Sunbelt Exposition when neededKnowledge required by the position includes:Computer skills and knowledge of relevant software; Microsoft Word, Excel and PowerPointKnowledge of operation of standard office equipmentKnowledge of clerical and administrative procedures and systems such as filing and recordkeepingKnowledge of principles and practices of basic office managementStrong verbal and written communication skillsAbility to plan and organizeAbility to prioritize, assess and solve problems, gather, and monitor informationAttention to details and accuracyAbility to maintain confidentiality work-related information and materialsAbility to be flexible; adapt to changeWorking conditions include:Regular schedule is Monday – Friday, 8 am – 5 pmRegular office environment, climate controlledMay travel periodicallyPhysical requirements include: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 include:Bachelor's degree5 or more years of relevant experiencePreferred qualifications include:Master's degreeExperience in higher education