Administrative Specialist – Administrative, Senior

Georgia State University • Atlanta, GA

3d

About The Position

The Administrative Specialist, Senior provides high-level administrative and operational support to the Senior Associate Provost and Assistant Provost for the Office of Academic Affairs and supports the overall operations of the Office of Academic Affairs. This role manages executive calendars, coordinates meetings and travel, prepares professional communications and presentations, tracks and routes documents, and supports strategic initiatives through research and data synthesis. The position also provides administrative support for HR, financial, and business functions as needed. Exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced environment are essential.
WHAT MAKES The Office of Faculty Affairs A GREAT PLACE?
· Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
· A knowledge-sharing organization that works collaboratively with diverse partners.
· Professional development opportunity and mentorship
· A rapidly growing center within an academic setting
· Commitment to diversity, equity, and inclusion

Requirements

• Bachelor’s degree and four years of administrative experience, or an equivalent combination of education and experience

Nice To Haves

• Experience supporting senior or executive leadership in a university or complex organization.
• Knowledge of higher education administrative, HR, and financial processes.
• Demonstrated experience with executive calendar management and travel coordination.
• Strong written communication, organizational, and project management skills.
• Ability to manage multiple priorities independently while maintaining confidentiality.

Responsibilities

• Provide high-level administrative and project support to senior leadership.
• Manage complex executive calendars, meetings, and briefings.
• Coordinate all travel arrangements, including pre-approvals, itineraries, reimbursements, and expense reports.
• Draft and prepare professional correspondence, reports, and presentations.
• Conduct research and prepare summaries to support strategic initiatives and decision-making.
• Serve as a primary liaison to internal and external stakeholders, handling confidential matters with discretion.
• Oversee day-to-day administrative operations of the Office of Academic Affairs.
• Maintain confidential records and standardized digital and physical filing systems.
• Draft and distribute official communications and announcements.
• Coordinate logistics for meetings, workshops, and special events.
• Prepare agendas, record minutes, and track action items to completion.
• Plan and coordinate logistics for meetings, trainings, conferences, and special events.
• Organize meeting materials and support high-profile visits.
• Ensure timely and accurate travel coordination and reimbursements in compliance with university policy.
• Process financial transactions, expense reports, and assist with procurement activities.
• Provide administrative support to the HR Officer, including recruitment and personnel transaction support.
• Maintain tracking tools, spreadsheets, and databases for HR and business operations.
• Support graduate assistant appointments and related documentation.

Benefits

• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• Professional development opportunity and mentorship
• Commitment to diversity, equity, and inclusion

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 5,001-10,000 employees