Job Title: Administrative Coordinator (Enrollment & Student Affairs) Location: Valdosta State University Regular/Temporary: Regular Full/Part Time: Full-Time Job ID: 280943 About Us As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University, as stated in the Blazer Creed and reflected in our commitment to the University System of Georgia's Core Values.
Blazer Creed
Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core values of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University.
Civility - A Blazer shows courtesy and compassion as well as respect for the dignity of every human being.
Integrity - Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty.
Citizenship - Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.
As a Blazer, we pledge to uphold the core principles of Civility, Integrity, and Citizenship. Job Summary Coordinate, oversee, and/or perform a wide variety of administrative and program support. Coordinate the provision of office and staff support services to the department or unit, and oversee and/or participate in the coordination, supervision, and completion of special projects and/or events. Responsibilities Department Summary
As the Administrative Coordinator in the Office of the Vice President for Enrollment and Student Affairs, you play a vital role in ensuring the efficiency and effectiveness of daily operations.
Typical Allocation of Duties:
Coordinate department or unit activities - 15% Monitor and coordinate activities as appropriate, and prepares internal reports for management; participate in budget planning and management, as required.
Project development - 15% Assist with project development and planning.
Maintain files, records, and databases - 15% Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the department or unit.
Confidential administrative support - 20% Provide confidential administrative support for the department or unit.
Primary point of contact - 15% Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies.
Correspondence - 5% Compose and prepare written documentation and correspondence for the department or unit.
Special Projects - 5% Assist in the coordination, supervision, and completion of special projects as appropriate.
Coordination of supplies - 5% Coordinate and oversees the day-to-day management of supplies, equipment, and facilities for the department or unit, as appropriate.
Supervision - 5% May supervise personnel which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
Supervisor Expectations:
1. Administrative and Operational Efficiency
Maintain an organized, well-functioning office environment that supports the Vice President and the divisions leadership team.
Manage calendars and schedule meetings.
Prepare, proofread, and distribute correspondence, reports, and presentations with accuracy and professionalism.
Monitor office supplies and ensure inventory is maintained appropriately.
Coordinate the electronic Absentee Notification process.
Process and schedule Public Forum Venue requests, including timely and accurate correspondence to stakeholders.
2. Professionalism and Discretion
Uphold the highest level of professionalism in interactions with students, faculty, staff, and external stakeholders.
Maintain confidentiality and handle sensitive information with discretion.
Represent the Office of the Vice President with a positive and service-oriented attitude.
3. Communication and Relationship Management
Serve as the first point of contact for the office, demonstrating excellent customer service and responsiveness. Train and assess the quality of customer service delivered by student workers and ensure top quality customer service and accurate correspondence is delivered consistently.
Facilitate clear and timely communication between the Vice President, leadership team, and various stakeholders.
Draft and distribute internal and external communications on behalf of the Vice President as needed.
Hire and supervise the student worker staff in the Office of the Vice President for Enrollment & Student Affairs. Create a work schedule for student employees each semester to ensure coverage of the front desk, ensure the accuracy of hours work, and approve electronic timecards for each pay period.
Ensure Student Government Association officers establish and adhere to a work schedule, ensure the accuracy of hours work, and approve electronic timecards for each pay period.
4. Project and Task Management
Manage and track multiple projects simultaneously, ensuring deadlines are met.
5. Financial and Budgetary Support
Process invoices, purchase orders, and expense reimbursements in compliance with university policies.
Assist with budget tracking and provide administrative support for financial processes.
Serve as a purchaser for the Office of the Vice President.
6. Collaboration and Team Support
Work collaboratively with offices across Enrollment and Student Affairs to support divisional goals.
Provide administrative support for committees and working groups as assigned.
Offer assistance to other team members during peak periods or as needed.
7. Technology and Systems Management
Utilize university systems for scheduling, document management, and data entry.
Maintain and update records, databases, and filing systems in compliance with university policies.
Leverage technology to improve efficiency and effectiveness in office operations.
8. Continuous Improvement and Professional Development
Stay informed about university policies and best practices.
Seek opportunities for professional development to enhance skills and knowledge.
Proactively identify and recommend improvements to administrative processes.
9. Commitment to the Universitys Mission and Student Success
Support the mission, values, and strategic goals of the university and the Enrollment and Student Affairs division.
Engage with a student-centered mindset, ensuring that administrative efforts contribute to student success.
Required Qualifications Required Experience Associate's degree and five (5) years of related work experience. Proposed Salary $36,628 USG Core Values 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. Conditions of Employment Applicants are required to provide:
professional references with current contact information
documentation of academic credentials
employment history
Please note that during the search process, VSU reserves the right to:
ask candidates who will serve in Positions of Trust to disclose criminal record history during the initial screening process and prior to a conditional offer of employment,
view social media outlets, and
remove job postings without additional notification.
Employment is contingent upon:
successful completion of a background check investigation, including a criminal background check
reference checks
Employment may also be contingent upon the job-based requirements if applicable for your position:
satisfactory credit check
successful completion of a Motor Vehicle Report (MVR)
pre-employment drug testing
confirmation of credentials
After initial hiring, employees will be required to successfully complete all of the following training:
New employee orientation
VSU's Annual Compliance Training:
USG Ethics Policy
Conflict of Interest/Outside Activities Policy
Drug Free Workplace
Sexual Misconduct and Title IX
Family Educational Rights and Privacy Act (FERPA)
Motor Vehicle Policy
Workers Compensation (new hires)
Georgia Open Records Act (new hires)
USG Cybersecurity Training (required twice yearly)
Job-specific training such as: FMLA and Worker's Compensation, Budget Manager training, Purchasing Training (ePro & PCard), and Defensive Driving
Equal Employment Opportunity Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual. Background Check
Position of Trust + Credit
Accommodations If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting Catherine Wills, in the Office of Human Resources at croark@valdosta.edu.