Administrative Specialist IV

Georgia State University•Atlanta, GA

12d

About The Position

The College of Arts & Sciences at Georgia State University is seeking to hire an experienced Administrative Specialist, IV. This role will oversee office operations, supervise administrative and student employees, coordinate executive calendars and meetings, support events and special projects, and assist with budget and financial activities. Having dedicated support for these functions will improve workflow, strengthen administrative coverage, and ensure the Dean’s Office can effectively meet the needs of faculty, staff, and students.

Requirements

Bachelor’s degree and five years of related experience; or a combination of education and related experience.

Responsibilities

Manage the daily operations of the Dean's Office, ensuring efficient workflow and high-quality customer service.
Develop, implement, and maintain office policies, procedures, and administrative systems.
Coordinate office coverage and prioritize competing demands to ensure timely completion of work.
Manage departmental records, filing systems, and confidential documents in accordance with institutional policies.
Submit facility service requests.
Serve as primary point of contact for faculty, staff, students, visitors, and external partners.
Provide administrative support to three Associate Deans and two Assistant Deans.
Coordinate complex calendars, meetings, and appointments.
Prepare correspondence, reports, presentations, agendas, meeting materials, and minutes.
Coordinate travel arrangements and process travel reimbursements.
Screen inquiries and resolve routine matters independently while referring to complex issues are handled appropriately.
Supervise administrative staff and a team of student employees.
Recruit, hire, train, schedule, and evaluate student and administrative workers.
Delegate assignments and monitor workload to ensure effective office operations.
Foster a positive, collaborative, and service-oriented work environment.
Provide coaching and professional development opportunities for supervised staff.
Plan and coordinate meetings, workshops, faculty events, retreats, and special programs.
Manage logistics including scheduling, catering, technology, communications, and materials.
Support commencement, convocation, faculty meetings, and other institutional events.
Assist with development and monitoring of Dean's office budget.
Process purchasing requests, invoices, reimbursements, and procurement transactions utilizing the College's shared services structure.
Reconcile budget accounts and maintain accurate financial records.
Special projects and functions as requested.