Administrative Specialist- Administrative

Administrative Specialist - Administrative

The Graduate School

Atlanta Campus

The Administrative Specialist Administrative provides high-level administrative, operational, and programmatic support to the Dean of the Graduate School and her leadership team. This full-time role ensures efficient departmental workflow and administrative continuity across multiple units within the Graduate School. The position supports the contact center operations, scheduling, event coordination, financial and operational processing, student worker oversight, and building access management.

This role reports directly to the Assistant Director of Integrated Graduate Student Services and works closely with the Dean, Associate/Assistant Deans, staff, and graduate/student assistants. It requires excellent organizational and communication skills, sound judgment, and the ability to work independently and collaboratively in a fast-paced, service-oriented environment.

WHAT MAKES The Dean of the Graduate School A GREAT PLACE?

* Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

* A knowledge-sharing organization that works collaboratively.

* Professional development opportunity and mentorship

* A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

Contact Center & Student Worker Oversight

* Provides on-site coordination of the Graduate School Contact Center, ensuring adequate phone coverage and front-desk presence.

* Supervises and supports graduate and student assistants, including hiring, scheduling, training, task assignment, and, when necessary, termination.

* Reports equipment issues, maintains inventory, and ensures efficient workspace utilization.

* Provides backup coverage during absences and high-volume periods.

* Responsible for tracking Contact Center metrics, preparing regular reports and briefings.

Administrative Leadership & Program Support

* Manages departmental workflow and reallocates administrative resources to meet operational demands. Hires, trains, and evaluates student assistant staff; develops onboarding and training plans.

* Coordinates training for support staff and helps create internal administrative policies and procedures.

* Provides recommendations to senior leadership on policy development, initiatives, and administrative improvements. Monitors compliance with university policies

* Communicates and implements approved administrative procedures and provides updates on programs and planning efforts.

* Manage all logistics for internal and external functions, including in-office guest visitation logs.

Executive & Scheduling Suppor

Assists with management of the Dean's calendar, coordinates key meetings, and prepares agendas and materials.

* Develop presentations, briefings, and reports to support Dean's priorities and communications.

Operations & Financial Administration

* Submits travel requests and reimbursement submissions through Panthermart.

* Processes contracts, vendor payments, and procurement requests for the unit.

* Participates in inventory and equipment tracking.

Facilities & Access Support

* Assists in planning and logistics for Graduate School events, including orientation, recruitment events, research conferences, write-ins, and professional development activities.

* Maintains supply inventory and prepares swag and materials for distribution.

* Coordinates basic setup and reservations for training rooms and shared event spaces.

* Coordinates swipe card and key access to Graduate School spaces; maintains access logs and resolves access issues.

Perform other duties as assigned.

Minimum Hiring Qualifications:

Bachelor's degree and two years of administrative experience, or high school diploma or GED and six years of administrative experience, or a combination of education and related experience.

Preferred Hiring Qualifications

* Experience supervising student assistants or frontline staff

* Familiarity with Panthermart or similar procurement systems

* Excellent organizational, interpersonal, and written communication skills

* Proficiency with Microsoft Office: Excel, Word, PowerPoint, Google Suites and Microsoft Outlook

* Experience working in higher education or a customer service-heavy environment

* Experience working in environments that require multitasking and managing competing priorities, ensuring goals and deadlines are met in a timely manner.

To be fully considered for this position all candidates must submit the following at the time of submission:

* A complete and accurate GSU application, Resume, Cover Letter (Recommended)

Final candidates must provide three professional references.