10017949 Administrative Secretary

Staff Application - please complete and email with supporting documents
School/Department: Teacher, Education, and Social Work
Primary Location: Macon
Position: Staff
Job Type: Full Time
Position Close Date: Until Filled

This position is responsible for providing administrative support to Dean, Chair, faculty and staff for school operations.


• Prepares spreadsheets and other reports related to surveys, action project planning and other specialized reporting as needed.

• Provides assistance to faculty, staff, and students; provides information and resolves problems.

• Assists in schedule advising appointments when needed.

• Serve as Secretary for the Teacher Education Council and prepare the meeting minutes.

• Serve as Secretary for the Department of Teacher Education and Social Work Faculty Meetings and prepare the meeting minutes.

• Process part-time and adjunct faculty contracts and other documents.

• Prepare travel authorizations and reimbursements for part-time clinical field instructors.

• Enters course schedules into Banner.

• Assists in registering students.

• Responds to inquiries orally and in writing to students, faculty, staff, and the general public regarding degree programs and university policies and procedures.

• Serves as a liaison with internal and external offices and personnel at all levels.

• Manage conference rooms scheduling for TEB building.

• Help to ensure that priorities and deadlines are met on various projects and assist faculty/staff with special projects.

• Oversees the administrative operations of the office and perform office reception duties such as answering phone calls, greeting visitors and taking messages. Determine caller or visitor’s business, the urgency of their needs, and resolve personally or refer to the appropriate person or department.

• Removes advising holds on student accounts.

• Monitors operating budgets and expenditure records to ensure accuracy.

• Processes travel authorizations/ expenses and reimbursements for dean and chair and part-time clinical field instructors.

• Purchases supplies through ePro.

• Reconciles purchasing card account on a monthly basis.

• Oversees student worker’s schedule and duties.

• Reviews and edit documents to ensure that correct spelling, grammar, punctuation and formatting is used.

• Principle administrative assistant to the Dean and Chair managing their schedule.

• Maintains supplies inventory for office and student resource room by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies for both Macon and Cochran offices.

• Prepares memoranda, letters, emails and reports and handles sensitive information in a confidential manner.

• Maintains TESW Alumni database and reports.

• Manages content on TESW website and all display monitors in TEB.

• Serves as the main liaison between Marketing and Communications in designing collateral pieces and promoting TESW through various advertising avenues.

• Designs, updates and manages content on TESW website and all social media sites: Facebook, YouTube, Flickr, etc.

• Designs printed, digital and promotional materials for all TESW events and programs.

• Creates bi-monthly eNewsletter and bi-annual eMagazine.

• Coordinates building maintenance work orders.

• Provides photo coverage for TESW activities/events.

• Creates videos and post them on social media sites.

• Coordinates copier service work orders.

• Coordinates special events meetings, workshops, and events.

• Secures catering services for special events.

• Maintains and upload all faculty syllabus to shared drive.

• Maintains filing system. Performs other related duties as assigned.


• 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 has a similar position for one to two year.

• Knowledge of computers and job-related software programs.

• Skill in decision making and problem solving.

• Skill in interpersonal relations and in dealing with the public.

• Skill in oral and written communication.


• Knowledge of University policies and procedures.

• Knowledge of modern office practices and procedures.

• Knowledge of MS Office, Adobe Pro, Google Flip HTML

• Knowledge of Google docs, sheets, forms

• Knowledge of Peoplesoft, Works and USG OneConnect

SALARY: Pay Grade 10

APPLICATION DEADLINE: The position will remain posted until filled. For best consideration, please submit your application materials by August 20, 2019.

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: recruitment@mga.edu with the subject line “Administrative Secretary, Macon, 7/8/19”. Application materials are to include a resume, an MGA Staff application; a letter of interest which includes salary requirements; and three professional references. Paper application materials will not be accepted. For additional questions, contact Dr. Loleta Sartin at Loleta.sartin@mga.edu.

Staff Application - please complete and email with supporting documents

A Unit of the University System of Georgia