Overview
Administrative Assistant 2 Jobs in Putney, GA at Augusta University
Special Instructions
Nicholls State University adheres to the equal opportunity provisions of federal civil rights laws and regulations that are applicable to this agency. Therefore, no one will be discriminated against on the basis of race, color, national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972); disability (Section 504 of the Rehabilitation Act of 1973; or age (Age Discrimination Act of 1975) in attaining educational goals and objectives and in the administration of personnel policies and procedures. Anyone with questions regarding this policy may contact Alison Hadaway, SHRM-CP, Director of Human Resources at 985-448-4041 / [email protected] / P.O. Box 2105, Thibodaux, LA 70310. For anyone needing ADA Accommodations, please contact Brian Clausen, Director of Environmental Health & Safety at 985-448-4783 / [email protected]
Position Details
Position Information
Position Title
Administrative Coordinator 4
Position Number
028821
Salary Range
$32,781.00 – $56,181.00 Hires at Minimum Rate
Position Type
Classified Staff
Department Information
Ending Effective Date of Temporary Employment
Department
College Of Business Administration
Job Duties
Responsibility / Duty
General Statement of Duties: This position is responsible for managing key administrative and operational tasks within the Graduate Programs in Business, supporting all MBA pathways, and University Graduate Studies. Primary duties include reviewing program admission materials, managing student enrollment documentation, providing guidance on administrative policies, and ensuring adherence to Departmental, College, and Graduate Studies rules and regulations. The role requires effective communication with internal and external stakeholders, handling clerical functions, preparing and maintaining reports, and coordinating academic schedules to ensure smooth program delivery.
Supervision Received: MBA Director
Essential Duties and Responsibilities
Graduate Programs in Business, supporting all MBA pathways:
o Review materials for program admission (e.g., transcripts, resumes, letters of recommendation) to ensure compliance with Departmental and College policies; resolve discrepancies and make initial eligibility determinations, forwarding the decision to department leadership.
o Prepare customized enrollment reports for the department and provide updates on important issues, trends, and anomalies.
o Generate one-time reports and summaries using data from student records and other sources, responding to inquiries made to the Office of Institutional Advancement.
o Advise on necessary administrative policy and procedure revisions and communicate these changes to appropriate parties.
o Manage advanced clerical duties, such as document preparation, scheduling meetings, and directing information flow as required. This includes completing and submitting R2s for graduate assistants assigned to the college.
o Handle daily tasks, including mail prioritization, answering calls, greeting visitors, and responding to questions about office policies and services.
o Register students for classes, ensuring consistency in the availability of technology and services (e.g., Canvas, research databases) during non-traditional sessions.
o Use office automation systems (Microsoft Office Suite, etc.) to produce correspondence, reports, presentations, and other materials as needed.
o Coordinate and maintain records, ensuring proper file management and document processing.
o Develop and revise forms, including letters of acceptance, worksheets, and suspensions.
o Serves as recording secretary for the Graduate Programs and Instruction Committee.
Percentage Of Time
30
Responsibility / Duty
University Graduate Studies:
o In the absence of University Graduate Studies personnel, calls and visitors will be promptly directed to the MBA office for assistance or information.
o Assist with scheduling and coordinating logistics for university-wide graduate-related events, including orientations, workshops, and informational sessions.
o Develop a database of potential recruitment contacts, including feeder institutions and in industry partners.
o Maintain records of contracts, agreements, and MOUs related to graduate program partnerships.
o Track and monitor graduate student enrollment and trends and generate summary reports.
o Assist in maintaining and updating Graduate Studies database.
o Assist in preparing budget reports and tracking funding allocations.
o Perform any other administrative tasks required by the Director of University Graduate Studies.
Percentage Of Time
30
Responsibility / Duty
Evening MBA Pathway(s):
o Register students in classes and assess prerequisite requirements.
o Serve as a liaison between the department leaders, staff, graduate assistants, and students, implementing and communicating the departmental initiatives.
o Assist in recruiting and hiring graduate assistants and undergraduate student workers, supervising their work and assignments.
Coordinate the graduate student orientation program each semester and prepare recruiting materials for information sessions.
Percentage Of Time
17
Responsibility / Duty
Executive MBA Pathway:
o Develop the 18-month course schedule for EMBA classes, ensuring appropriate sequencing and that sessions do not coincide with holidays or campus closures.
o Prepare and generate required documentation for EMBA sessions, coordinating with other departments (Financial Aid, Admissions, Records, etc.).
o Handle invoicing and tuition collection, ensuring compliance with student and sponsor requirements.
o Liaise with vendors and suppliers to ensure timely delivery of materials and services for the EMBA pathway.
o Set up each EMBA meeting and manage inventory.
o Manage faculty contracts, track approvals, and handle payroll and travel requisitions for EMBA faculty.
o Prepare documents related to graduate policies, including catalog changes and degree audits, for submission to the University Graduate Council.
o Oversee budget management and financial reporting for the program, ensuring transparency and accuracy.
o Conduct faculty evaluations through surveys, collecting feedback, and preparing summary reports.
o Assist in the planning and execution of the EMBA orientation social, including coordination of logistics, food, and materials for distribution.
Percentage Of Time
17
Responsibility / Duty
Additional Duties:
o Serves as the administrative support for all grants authored by principal investigators (PI) within the Al Danos College of Business. This includes creating and maintaining records and correspondence; generating purchase orders; ordering, receiving, inspecting, and disseminating supplies and materials, as per grant specifications and under the direction of the PI of the grant.
o Generate and track work orders for maintenance of the Guidry Executive Classroom and the Office of Graduate Programs in Business.
o Perform any other administrative tasks required by the Dean, Director, Assistant Director, Associate Dean, Academic Council, or Graduate Programs and Instruction Committee.
o Attend relevant workshops and training sessions related to Canvas and website management.
o Assist in the training of new administrative coordinators and assistants as needed.
o Serves as the designated P-Card holder for the department, following prescribed user protocols.
o Ensure office equipment is in working order and recommend new purchases when necessary. Work with the Dean’s Administrative Assistant for inventory tracking and reporting.
o Maintain an organized and efficient office environment.
Special Working Conditions/Physical Requirements: Occasional evening and weekend work may be required, particularly for EMBA events and activities. The employee may occasionally lift items to ten pounds.
Work Environment: This position is based in the MBA Department at Nicholls State University. The Administrative Coordinator will work closely with faculty, staff, students, and external vendors.
Percentage Of Time
6
Posting Detail Information
Minimum Experience Required
MINIMUM QUALIFICATIONS:
Three years of experience or training in clerical work.
EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.
Minimum Education Required
Minimum Licenses Required
Other Minimum Requirements
Applicants must complete the application in its entirety with an electronic signature and date.
****Resumes will not be accepted as a substitute for the application.****
If education and employment history are not completed, the application will be disqualified.
****Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.
Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at [email protected] or emailed directly to [email protected] prior to the job closing date. Unofficial transcripts are NOT accepted.
Test(s) Required
No Test Required.
Preferred Education
Preferred Experience
Preferred Experience:
Three years of administrative experience, preferably in a higher education or academic environment.
Experience with graduate programs, financial management, and event coordination is highly desirable.
Skills and Abilities:
Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks effectively.
Exceptional attention to detail, particularly with financial transactions and logistical coordination.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
Ability to work independently and collaboratively in a fast-paced environment.
Strong problem-solving skills with the flexibility to adapt to changing needs and priorities.
Preferred Licenses
Other Preferred Requirements
Physical Demands
Employment Year
Fiscal Year
If Grant Period or Specified Period selected, please specify begin date
If Grant Period or Specified Period selected, please specify end date
Employment Basis
Full-time
Proposed Ending Date (for faculty and grant funded positions)
Posting Date
03/07/2025
Closing Date
03/17/2025
Special Instructions to Applicants
Supplemental Questions
Required fields are indicated with an asterisk (*).
* AEI: Rate your ability to act with ethics and integrity based on our definition: The ability to be consistent, honest, and a trustworthy steward of State resources.
1= I have no experience and/or am uncomfortable acting with ethics and integrity
2= I have limited experience or require assistance to act with ethics and integrity
3= I can act with ethics and integrity
4= I can act with ethics and integrity and help others improve their ability to act with ethics and integrity
* AEI: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
2= I have limited experience or require assistance to communicate effectively
3= I can communicate effectively
4= I can communicate effectively and help others improve their communication
* CE: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.
1= I have no experience and/or am uncomfortable focusing on customers
2= I have limited experience or require assistance to focus on customers
3= I can focus on customers
4= I can focus on customers and help others improve their ability to focus on customers
* FC: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
1= I have no experience and/or am uncomfortable thinking critically
2= I have limited experience or require assistance to think critically
3= I can think critically
4= I can think critically and help others improve their ability to think critically
* TCr: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* BST: Rate your ability to build and support teams based on our definition: The ability to combine your actions and efforts with others to work toward achieving a common goal.
1= I have no experience and/or am uncomfortable building and supporting teams
2= I have limited experience or require assistance to build and support teams
3= I can build and support teams
4= I can build and support teams and help others improve their ability to build and support teams
* BST: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
Documents Needed to Apply
Required Documents
Optional Documents
Resume/CV
Cover Letter
Names and Contact Information for a Minimum of THREE References
Letter of Reference 1
Letter of Reference 2
Copy of Transcript
Other Document
Other Document
Title: Administrative Assistant 2
Company: Augusta University
Location: Putney, GA
