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Administrative Assistant II

3 months ago

Lawrenceville, United States Georgia Gwinnett College Full time

Job Summary

The Administrative Assistant II is responsible for providing clerical and administrative support to the Quality Enhancement Project (QEP) Director. They perform various clerical and administrative tasks, such as managing calendars, scheduling meetings, preparing reports, handling correspondence, and organizing documents. They may also coordinate travel arrangements, process expense reports, and assist with event planning and project management.

Responsibilities

Function 1 - 
Provides administrative support and assistance to the QEP Director, including making appointments, scheduling meetings, maintaining calendars and email

Function 2 - 
Places, answers, screens, and directs telephone calls, providing information or referral as required; assists the public by providing general information by telephone, mail, or in person regarding the QEP

Function 3 - 
Enter requisitions for purchase requests into the PeopleSoft Financial System and update the QEP budget using the One USG accounting system

Function 4 - 
Process payment requests for vendors and employees; process employee travel requests and travel reimbursements; managing purchase orders, ordering supplies, processing prior approvals and travel reimbursements; managing processing of staff travel expenses, including Travel Prior approvals, registration, airline reservations, car rentals, hotel reservations, etc., as well as preparing travel and expense reports for reimbursement

Function 5 - 
Maintain and update digital office files including invoices, purchases, and other documents

Function 6 - 
Maintain office files in accordance with best practices in document retention and destruction guidelines

Function 7 - 
Serve as a P-Card holder and compile P-Card documentation


Function 8 - 
Schedule meetings (times and locations) for the QEP advisory committee, QEP assessment committee, and/or QEP community of practices (QEP Faculty Fellows and Course Coordinators)

Function 9 - 
Assist with the planning and execution of various QEP activities or events (e.g. QEP Summer bootcamp, QEP showcase); other duties as assigned

Required Qualifications

High School or GED One to three years of related administrative work experience

Preferred Qualifications

2 Year / Associate Degree Experience with GA First Financials One or more years with budgeting, E-procurement, or a similar system Strong customer service experience Strong Microsoft Office/Office 365 experience, including Outlook

Knowledge, Skills, & Abilities

ABILITIES
Ability to respond to various audiences accurately and calmly

Ability to establish and maintain effective working relationships with faculty, staff, and administration

Ability to effectively present information and respond to questions from students, faculty, staff, and the general public

Ability to learn new software and platforms

SKILLS
Excellent written, oral, and computing skills

Self-motivated and detail-oriented with excellent communication and organizational skills

Strong commitment to customer service

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 .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .