Administrative Assistant to the Executive Director of Head Start/Early Head Start

FORT VALLEY STATE UNIVERSITY (FVSU) a state and land-grant institution of the University System of Georgia invites applications for the position of Administrative Assistant to the Executive Director of Head Start/Early Head Start.

Fort Valley State University the only 1890 land-grant university in Georgia is a comprehensive institution that provides an education to over 2800 students including graduate students. The university is located in the town of Fort Valley in Peach County the original site of the states peach industry. Its 1365-acre (5.52 km2) campus is Georgias 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

The Administrative Assistant to the Executive Director of Head Start/Early Head Start provides high-level administrative support and coordination for the Executive Director and Head Start/Early Head Start program. This position plays a critical role in ensuring effective communication efficient operations and compliance with Head Start Performance Standards grant management contract administration and procurement processes. The ideal candidate will possess strong organizational skills attention to detail and a thorough understanding of Head Start grants contracts and procurement requirements.

ESSENTIAL DUTIES/RESPONSIBILITIES:

• Provide direct administrative support to the Executive Director including managing calendars scheduling meetings and preparing correspondence.
• Assist in the preparation submission and monitoring of Head Start grant applications and renewals.
• Maintain and track Head Start program contracts ensuring timely renewals and compliance with federal state and organizational requirements.
• Oversee and support the processing of Head Start contracts and procurements in accordance with applicable regulations and policies.
• Prepare reports presentations and data summaries for internal and external stakeholders. Support the Executive Director with policy development compliance monitoring and special projects.
• Coordinate meetings including preparing agendas recording minutes and distributing followup action items.
• Serve as a liaison between the Executive Director and program leadership staff and external partners.
• Maintain confidential files and records in compliance with Head Start and organizational policies.
• Perform other administrative duties as assigned by the Executive Director.

MINIMUM QUALIFICATIONS:

• Bachelors degree in business administration Public Administration Education or a related field is required.
• Minimum of two (2) years of experience providing administrative support in a professional setting.
• Knowledge and experience with Head Start grants contract administration and procurement processes are required.
• Strong organizational and time-management skills with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.

KNOWLEDGE SKILLS AND ABILITIES

• Outstanding knowledge of Microsoft Office (Word PowerPoint and Excel).
• Detailed-oriented
• 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.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit use hands to finger handle or feel objects tools or controls; reach with hands and arms; and talk or hear. The employee is frequently required to stand; walk; climb or balance; and stoop kneel crouch or crawl. The employee must regularly life and/or move up to 20 pounds. The employee must be able to occasionally lift 20 pounds overhead and 40 pounds from waist to shoulder. Specific vision abilities required by this job include close vision distant visions color vision peripheral vision depth perception and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

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

Additionally USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at