Administrative Assistant (GEAR UP)

About Us

Savannah State University established in 1890, is the first public historically black college or university in the state of Georgia and the first institution of higher learning in the city of Savannah. The university's students select majors from four colleges — Business Administration, Education, Liberal Arts and Social Sciences, and Sciences and Technology. The campus is by far the most picturesque in the state of Georgia. The moss-laden sweeping oak trees, expansive marsh and historic architecture create a resplendent yet tranquil atmosphere. Beneath the beauty and splendor is a vibrant residential campus bursting at the seams with the vim and vigor of quality collegiate life: relevant academic majors, engaging lectures, cutting-edge research, quality student-faculty engagement and a nurturing environment.

Job Summary

Reporting to the Director of the Savannah State University (SSU) Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP), the Administrative Assistant provides clerical and administrative support. This is a federally grant-funded position. The position reports to the SSU GEAR UP Director and performs a wide variety of administrative staff assignments. The position requires independent thinking and a highly responsive approach to job assignments.

Responsibilities

• Answers the telephone, screens, and route calls or takes message
• Greets and responds to in-person, phone, and email inquiries; assists faculty, staff, students and visitors
• Compiles correspondence and reports as requested
• Assists in department payroll
• Initiates check requests, purchase orders, and contracts.
• Conducts all follow-up calls with vendors for quotes and status of processing
• Performs inventory and property management to ensure supply needs are met
• Track all budget expenditures including in-kind commitments made by program partners
• Prepares expense vouchers
• Provides support for service delivery at GEAR UP school sites inclusive of special events, reserving space, securing registration, and arranging technology
• Responsible for social media platforms
• Establishes and maintains department filing system
• Maintains department schedule by maintaining calendars for department personnel
• Arranges inspections, meetings, conferences, teleconferences, and travel
• Manages incoming and outgoing correspondence; assists in office management
• Assists supervisor with coordination of programs, activities, and events
• Utilizes Banner or the most current system to generate necessary reports
• Conducts research and prepares complex documents; organizes files, handles information requests
• May be required to perform job related duties other than those specifically delineated in this position

Required Qualifications

• Two (2) years of experience in a related field (ex. Administrative Assistant, Administrative secretary, Office Management, etc.)
• Associate degree in Secretarial Science, Business Administration or related field
• The individual must be able to multi-task and work autonomously and in a team environment.
• Strong proficiency in using Microsoft Office Suite (Spread sheets, graphs, PowerPoint presentations, etc.)
• Manual and electronic recordkeeping skills
• Excellent customer service and interpersonal skills

Preferred Qualifications

• Bachelor's degree

Knowledge, Skills, & Abilities

• Knowledge of modern office practices and procedures
• Knowledge of basic bookkeeping and mathematics
• Skilled in the use small office equipment, including copy machines or multi-line telephone systems
• Skilled in using computers for data entry
• Skilled in using computers for word processing and/or accounting purposes
• Skilled in decision making and problem solving
• Skilled in interpersonal relations and in dealing with the public
• Skilled in oral and written communication
• Ability to learn University System or Georgia and Savannah State University policies and procedures
• Ability to manage multiple priorities and functions
• Ability to learn department policies and procedures
• Ability to maintain a professional demeanor and an orientation towards customer service
• Ability to organize, and communicate effectively
• Ability to maintain constructive and cooperative working relationships with others
• Ability to cooperate with fellow employees as a team member

Apply Before Date

For best consideration, apply by November 30, 2025. The position will remain open until filled.

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with Savannah State University, as determined by Savannah State University, its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Savannah State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy our institution to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnical 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, AREA, ADA, E.O. 11246, and Rev. Proc. 75-50). Savannah State University is an Affirmative Action/Equal Opportunity Institution. For questions or more detailed information regarding this policy please contact the Savannah State University, Office of Human Resources at [email protected]. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Office of Human Resources at [email protected].

Special Applicant Instructions

• Applicants must include the name, telephone number, e-mail address and relationship (e.g. co-worker, supervisor) of three (3) professional references.
• Transcript(s) must be uploaded with the application. An unofficial transcript is acceptable. The official transcript is required if hired.