What are the responsibilities and job description for the Administrative Assistant for Information Technology and Auxiliary Services position at Abraham Baldwin Agricultural College?
Job Summary
The Administrative Assistant provides high-level administrative and operational support to the Assistant Vice President for Information Technology and Auxiliary Services (CIO). This role ensures efficient management of budgets, purchasing, scheduling, and communications for the Office of Information Technology, Georgia Museum of Agriculture (GMA), and Auxiliary Services. The position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Key Responsibilities
Assist in managing budgets for IT and Auxiliary Services.
Process and reconcile invoices, expense reports, and financial documentation.
Maintain accurate records of departmental expenditures and budget allocations.
Hold and manage a PCard for authorized purchases.
Coordinate ordering of equipment, supplies, and services for IT, GMA, and Auxiliary units.
Ensure compliance with institutional purchasing policies and maintain vendor relationships.
Manage the AVP/CIOs calendar, schedule meetings, and coordinate logistics.
Prepare agendas, reports, and meeting materials; record and distribute minutes when required.
Handle incoming calls, emails, and visitors, serving as the primary point of contact for the office.
Organize travel arrangements and prepare itineraries.
Maintain filing systems (electronic and physical) for easy retrieval of documents.
Monitor office supplies and initiate procurement as needed.
Draft and proofread correspondence, memos, and official documents.
Serve as liaison between the AVP/CIO and internal/external stakeholders.
Ensure timely and accurate communication across departments.
Perform other duties as assigned.
Required Qualifications
Associate degree or equivalent experience; bachelors degree preferred.
Minimum of 3 years of administrative experience, preferably in higher education or IT.
Proficiency in Microsoft Office Suite and familiarity with ERP systems.
Strong organizational, time management, and multitasking skills.
Ability to maintain confidentiality and exercise sound judgement.
Preferred Qualifications
Experience with budget tracking and procurement processes.
Knowledge of PCard policies and invoice processing.
Familiarity with IT terminology and auxiliary operations.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee may have to lift a box of folders or light office objects.
The work is typically performed in an office.
CORE COMPETENCIES
Detail-oriented with strong problem-solving skills.
Excellent written and verbal communication abilities.
Ability to work independently and collaboratively in a fast-paced environment.
USG Core Values
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 .
Equal Employment Opportunity
Abraham Baldwin Agricultural College (ABAC) does not discriminate on the basis of race, color, national origin, gender or sex, disability, religion, age, veteran status, or genetic information in its programs and activities, including admissions and employment, as required by Title IX of the Education Amendments of 1972, the Americans with Disabilities Act of 1990 and changes made by the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, Titles VI and VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, and other applicable statutes, regulations, and USG and ABAC policies. For questions or more detailed information, please contact Abraham Baldwin Agricultural College's Human Resources Office at (229) 391-4887.
The Administrative Assistant provides high-level administrative and operational support to the Assistant Vice President for Information Technology and Auxiliary Services (CIO). This role ensures efficient management of budgets, purchasing, scheduling, and communications for the Office of Information Technology, Georgia Museum of Agriculture (GMA), and Auxiliary Services. The position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Key Responsibilities
Assist in managing budgets for IT and Auxiliary Services.
Process and reconcile invoices, expense reports, and financial documentation.
Maintain accurate records of departmental expenditures and budget allocations.
Hold and manage a PCard for authorized purchases.
Coordinate ordering of equipment, supplies, and services for IT, GMA, and Auxiliary units.
Ensure compliance with institutional purchasing policies and maintain vendor relationships.
Manage the AVP/CIOs calendar, schedule meetings, and coordinate logistics.
Prepare agendas, reports, and meeting materials; record and distribute minutes when required.
Handle incoming calls, emails, and visitors, serving as the primary point of contact for the office.
Organize travel arrangements and prepare itineraries.
Maintain filing systems (electronic and physical) for easy retrieval of documents.
Monitor office supplies and initiate procurement as needed.
Draft and proofread correspondence, memos, and official documents.
Serve as liaison between the AVP/CIO and internal/external stakeholders.
Ensure timely and accurate communication across departments.
Perform other duties as assigned.
Required Qualifications
Associate degree or equivalent experience; bachelors degree preferred.
Minimum of 3 years of administrative experience, preferably in higher education or IT.
Proficiency in Microsoft Office Suite and familiarity with ERP systems.
Strong organizational, time management, and multitasking skills.
Ability to maintain confidentiality and exercise sound judgement.
Preferred Qualifications
Experience with budget tracking and procurement processes.
Knowledge of PCard policies and invoice processing.
Familiarity with IT terminology and auxiliary operations.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee may have to lift a box of folders or light office objects.
The work is typically performed in an office.
CORE COMPETENCIES
Detail-oriented with strong problem-solving skills.
Excellent written and verbal communication abilities.
Ability to work independently and collaboratively in a fast-paced environment.
USG Core Values
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 .
Equal Employment Opportunity
Abraham Baldwin Agricultural College (ABAC) does not discriminate on the basis of race, color, national origin, gender or sex, disability, religion, age, veteran status, or genetic information in its programs and activities, including admissions and employment, as required by Title IX of the Education Amendments of 1972, the Americans with Disabilities Act of 1990 and changes made by the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, Titles VI and VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, and other applicable statutes, regulations, and USG and ABAC policies. For questions or more detailed information, please contact Abraham Baldwin Agricultural College's Human Resources Office at (229) 391-4887.