Administrative Coordinator - job 1 of 2

The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

• Procurement of goods and services for GPLS
  • Identify the best means of fulfilling procurement needs of agency departments in accordance with DOAS rules and regulations
  • Create requisitions in ePro
  • Track Purchase Orders
  • Receive invoices, prepare Payment Requests, and deliver Payment Requests to BOR Accounts Payable
  • Work with vendors to complete and submit the necessary documents to become an approved vendor in the state procurement system
  • Coordinate between BOR Procurement, Accounts Payable, and GPLS department heads to address issues that arise with Purchase Orders, Payment Requests, pricing, invoicing, delivery, and payment
  • Train new staff in internal agency purchasing processes.
  • Assist in bid process
  • Evaluate and compare products and services to determine best fit for agency needs.
  • Oversee internal inventory of office supply
  • Work with agency departments to strategize future needs and budgets
• Planning and Construction
  • Receive all MRR and Capital Outlay payment requests, determine most appropriate source of funding, prepare cover letters, and send to GSFIC for processing
  • Create and maintain data reports, including bonds spend-down spreadsheet, working with Director of Planning and Construction to make adjustments as necessary
  • Track spending to ensure that 5- and 20-year bonds are paid down by the required deadline
  • Liaise between library staff, GSFIC staff, and GPLS Director of Planning and Construction
  • Assist in analyzing construction budget estimates and control expenditures
  • Attend meetings with Director of Planning and Construction to discuss renovation projects, new building projects, budget meetings and other construction related meetings
  • Attend groundbreakings, new library openings, and tour damaged building and material sites as assigned throughout the state.

• E-rate
  • Receive, evaluate, and file one- and five-year E-Rate letters from schools
  • Create rough versions of reports, presentations, and other documents for E-rate supervisor to refine
  • Proofread and offer feedback on reports, presentations, and documents created by other team members
  • Correspond with schools and other clients to set up meetings and arrange interviews
  • Receive mail and prepare shipments for USPS, UPS, Fedex, etc.

• Conference planning and support
  • Gather and organize presentations and handouts
  • Set up Google Drive folders for document sharing
  • Set up virtual meeting rooms
  • Set up speakers, microphones, projectors, etc. for in-person conferences
  • Acclimate speakers with presentation equipment
  • Remain on-site for duration of conference to troubleshoot issues that may arise
• Research and Statistics support
  • Review, format, and design statistical presentations and documents.
  • Proofread statistical reports to ensure accuracy
  • Collaborate with Director of Research and Statistics to design research methods and solutions to inquiries
  • Provide GIS services as needed to respond to library and legislative inquiries.
• General Office Support
  • Prepare reports and presentation materials for meetings with state legislators, BOR Regents and staff, library directors, and other state entities
  • Create and maintain databases on public libraries throughout the state
  • Other duties as assigned

• Procurement of goods and services for GPLS
  • Identify the best means of fulfilling procurement needs of agency departments in accordance with DOAS rules and regulations
  • Create requisitions in ePro
  • Track Purchase Orders
  • Receive invoices, prepare Payment Requests, and deliver Payment Requests to BOR Accounts Payable
  • Work with vendors to complete and submit the necessary documents to become an approved vendor in the state procurement system
  • Coordinate between BOR Procurement, Accounts Payable, and GPLS department heads to address issues that arise with Purchase Orders, Payment Requests, pricing, invoicing, delivery, and payment
  • Train new staff in internal agency purchasing processes.
  • Assist in bid process
  • Evaluate and compare products and services to determine best fit for agency needs.
  • Oversee internal inventory of office supply
  • Work with agency departments to strategize future needs and budgets
• Planning and Construction
  • Receive all MRR and Capital Outlay payment requests, determine most appropriate source of funding, prepare cover letters, and send to GSFIC for processing
  • Create and maintain data reports, including bonds spend-down spreadsheet, working with Director of Planning and Construction to make adjustments as necessary
  • Track spending to ensure that 5- and 20-year bonds are paid down by the required deadline
  • Liaise between library staff, GSFIC staff, and GPLS Director of Planning and Construction
  • Assist in analyzing construction budget estimates and control expenditures
  • Attend meetings with Director of Planning and Construction to discuss renovation projects, new building projects, budget meetings and other construction related meetings
  • Attend groundbreakings, new library openings, and tour damaged building and material sites as assigned throughout the state.

• E-rate
  • Receive, evaluate, and file one- and five-year E-Rate letters from schools
  • Create rough versions of reports, presentations, and other documents for E-rate supervisor to refine
  • Proofread and offer feedback on reports, presentations, and documents created by other team members
  • Correspond with schools and other clients to set up meetings and arrange interviews
  • Receive mail and prepare shipments for USPS, UPS, Fedex, etc.

• Conference planning and support
  • Gather and organize presentations and handouts
  • Set up Google Drive folders for document sharing
  • Set up virtual meeting rooms
  • Set up speakers, microphones, projectors, etc. for in-person conferences
  • Acclimate speakers with presentation equipment
  • Remain on-site for duration of conference to troubleshoot issues that may arise
• Research and Statistics support
  • Review, format, and design statistical presentations and documents.
  • Proofread statistical reports to ensure accuracy
  • Collaborate with Director of Research and Statistics to design research methods and solutions to inquiries
  • Provide GIS services as needed to respond to library and legislative inquiries.
• General Office Support
  • Prepare reports and presentation materials for meetings with state legislators, BOR Regents and staff, library directors, and other state entities
  • Create and maintain databases on public libraries throughout the state
  • Other duties as assigned
  
  

Bachelor's degree strongly preferred. Library experience or familiarity preferred. At least 3 years of office, administrative support, or purchasing experience preferred.

• Maintain confidentiality in all aspects of agency information
• Maintain a working knowledge of the rules and procedures laid out by the Department of Administrative Services.
• Extensive computer software (Microsoft Office, Google Suite) and internet-based research skills
• Strong written and communication skills to coordinate within agency and with other agencies, entities, and vendors

• Ability to stay abreast of multiple, simultaneous construction plans, proposals, grants, and project modifications
• Ability to prioritize multiple tasks across different departments
• Ability to quickly switch between tasks (i.e., answering incoming calls and visitors to office)
• Ability to learn new software and updates to software needed to complete procurement responsibilities and create presentations and other public materials prepared within the agency
• Good judgment and strong sense of ethics to see that purchases are made legally and tax-payer dollars are spent responsibly.

The University System Office is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University System Office to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).

For questions or more detailed information regarding this policy please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.