Office Support - Head Start - Fort Valley State University

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Office Support.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY:

Supports essential operations, manage emails, phone calls, mail, and coordinate meetings, ensuring efficient workflow and effective communication within the office environment. Must be capable and competent to act on behalf of the Program Development and Administration Manager, hold impromptu conversations with guests/visitors and set standard for good office decorum.

ESSENTIAL DUTIES/RESPONSIBILITIES:

• Plan/arrange priorities of office functions.
• Direct incoming telephone calls and mail correspondence.
• Maintaining files and records with effective filing systems.
• Create office forms and standard workflow procedures.
• Supporting other teams with various administrative tasks (redirecting calls, disseminating correspondences, scheduling meetings, etc.).
• Monitor office expenditures and handle all office contracts (rent, service, consulting, etc.).
• Monitor office supplies inventory and place orders via requisitions and payment request (PeopleSoft).
• Order general supplies program wide.
• Assist in vendor relationship management.
• Create office forms and standard workflow procedures.
• Monitor internal processes and recommend improvements.
• Assist Leadership team with the grant application processes.
• Collect weekly center team minutes and ensure all center concerns and complaints are addressed.
• Assist managers with organizing receipts and completing purchasing and summaries.
• Renew program membership with various organizations (i.e. NAEYC, NHSA, GHSA, and RIVHSA).
• Coordinate and assist with staff travel arrangements as needed.
• Other duties and projects as assigned.

MINIMUM QUALIFICATIONS:

High school diploma required and at least one year of proven professional experience in business administration. Verbal and written communication skills, planning and organization skills, information gathering and monitoring, problem analysis and assessment, work and time management, computer knowledge.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of young children, parents, staff, and community groups.

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of basic bookkeeping principles and office management systems and procedures.
• Outstanding knowledge of Microsoft Office (Word, PowerPoint, and Excel).
• Working knowledge of office equipment (copier, scanner, computer, microcomputer (tablets)).
• Excellent communication and interpersonal skills.
• Organized with the ability to prioritize and multi-task.
• Reliable with patience and professionalism.
• Ability to comfortably multi-task and shift gears throughout the workday.
• Strong organizational skills, including the ability to manage multiple schedules and calendars.
• Ability to prioritize tasks according to urgency and meet tight deadlines.
• Ability and knowledge of procurement and contracts

WORKING CONDITIONS

• Climate-controlled working environment.
• Must be punctual and able to work Monday-Friday from 8:00 a.m. to 5:00 p.m.
• Must be able to work indoors as well as transition the classroom to outdoors.
• Possible exposure to communicable diseases.
• Possible exposure to blood and bodily fluids or tissues.
• Job requires sitting for long periods of time (during planning and reporting) and standing for long periods of time (during observations and training), as well as stooping, squatting, and running.
• Availability to attend programmatic training courses, meetings, and seek out staff development opportunities.

USG Core Values Statement

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 https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.