Administrative Assistant - Residential Life

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 - Residential Life.

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 provides general administrative and clerical support for the Department of Housing and Residential Life. The Administrative Assistant provides vital administrative operational and logistical support to the Director of Housing and Residence Life and aids the Associate Director for Business Operations during peak summer assignment periods. This role is essential in ensuring the smooth operation of the Housing and Residence Life office by handling purchasing scheduling communication and personnel functions.

ESSENTIAL DUTIES/RESPONSIBILITIES:

Administrative Support

• Maintain and manage the calendar and scheduling requests for the Director of Housing and Residence Life.
• Respond to phone and email inquiries from students staff and external stakeholders in a timely and professional manner.
• Prepare departmental correspondence memos and reports as directed.
• Maintain organized and confidential filing systems for both physical and electronic documents.

Operational & Financial Support

• Assist with the purchasing and procurement of departmental supplies equipment and services in compliance with University policies.
• Track and reconcile department expenditures and maintain accurate financial records using institutional platforms.
• Coordinate with vendors and campus departments to ensure seamless purchasing and invoice processing.
• Perform regular audits of the Resident Assistants and student workers timecards in OneUSG to ensure the submitted and approved time complies with Fort Valley State University policy

Human Resources & Onboarding

• Support onboarding and hiring processes by ensuring new staff receive necessary materials credentials and access.
• Prepare and route HR paperwork maintain employee files and assist with timekeeping and documentation as needed.

Program & Event Support

• Assist in planning and coordinating logistics for departmental trainings retreats and meetings.
• Track RSVP lists prepare materials and provide administrative support before during and after events.

System & Database Use

• Utilize campus systems including Banner PeopleSoft StarRez and Microsoft Office Suite to manage data run reports and perform daily tasks.

Additional Duties

• Provide support to the Associate Director for Business Operations during peak housing assignment periods as directed.
• Provide weekend support during key operations such as student move-in and move-out.
• Perform other duties as assigned by the Director.

MINIMUM QUALIFICATIONS

• High School Diploma plus three years of clerical experience in Higher Education or a professional setting. Experience working with the housing module StarRez is a plus.

PREFERRED QUALIFICATIONS

• Associate degree plus three years of clerical experience in Higher Education or a professional setting. Experience working with the housing module StarRez is a plus.

KNOWLEDGE SKILLS AND ABILITIES

• Knowledge of modern office practices and procedures.
• Knowledge of university and departmental policies and procedures.
• Knowledge of budget creation and management.
• Must be able to prioritize and organize workflow.
• Must be able to always provide good customer service.
• Must have good listening skills as well as can provide good oral and written communication.

SUPERVISORY CONTROLS

• The Director of Housing and Residence Life assigns work in terms of somewhat general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures accuracy and the nature and propriety of the results.

WORKING CONDITIONS

• The work is typically performed while sitting at a desk or table or while intermittently sitting standing or stooping. The employee occasionally lifts light objects.
• Regular office environment climate-controlled
• Regular schedule is Monday through Friday 8 am-5 pm
• Work schedule may require extended workday and some weekend hours during the Registration process

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