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Inside Higher Ed · 23 hours ago

Administrative Coordinator - Dept. of Natural Sciences

Macon, GA

Full-time

Onsite

Entry Level

1+ years exp

Middle Georgia State University (MGA) is a multi-campus public institution committed to providing affordable education. The Administrative Coordinator for the Department of Natural Sciences is responsible for coordinating various administrative and program support activities, including purchasing supplies, managing communications, and maintaining departmental records.

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Responsibilities

Oversees Purchasing/Procurement/Maintenance Schedule of Departmental Supplies (35%) -

Purchases laboratory supplies and equipment for all Department of Natural Science labs; maintains oversight of purchase orders; works closely with vendors to track supplies and equipment; maintains purchase card requests

Maintains office supply inventory; makes purchases as needed

Coordinates the maintenance and repair of office and lab equipment

Coordinates Internal & External Communications (30%) -

Serves as a primary point of contact and liaison with other offices, vendors and external institutions on a range of specified issues; organizes and facilitates meetings, conferences and special events as required

Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel

Prepares memoranda, letters, emails and reports

Assists in registering students

Attends meetings and records minutes

Sorts and distributes mail

Coordinates Departmental Data/Scheduling (35%) -

Enters courses in the Banner system; assigns classroom and laboratory space

Gathers, enters and or/updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records for the office

Monitors accounting activities as appropriate (e.g., grant monies, lab fees, etc.)

Maintains department files and records

Maintains the Chair's calendar, schedules appointments

Maintains required budget records

Assigns advisors to students on all campuses

May supervise student workers which may include recommendations for hiring, performance evaluation, training, work allocation and problem resolution

Performs Related Duties as Assigned

Qualification

Database managementOffice practices knowledgeSoftware proficiencyOrganizational skillsOffice equipment useInterpersonal skillsCommunication skillsWritten communication

Required

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education

Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years

Database management skills

Strong interpersonal and communication skills and the ability to work effectively in the community

Knowledge of modern office practices and procedures

Knowledge of university and school policies and procedures

Knowledge of computers and job-related software programs

Skill in prioritizing and organizing work

Skill in the use of such office equipment as a computer, scanner, fax machine, and copier

Skill in oral and written communication