Business Operations Administrator

Job Title: Business Operations Administrator

Location: USO-Shared Services Center

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 286111

The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville.

The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

The SSC Business Operations Administrator (BOA) reports to the University System of Georgia (USG) Associate Vice Chancellor for Shared Services (AVC, SSC). This position provides direct support to the AVC and duties include management of the AVC’s schedule, meeting preparation, project flow, mail, travel arrangements and telephone calls. The position will also provide support to other SSC senior level staff. The BOA may on a regular basis interface with a broad set of constituencies including, but not limited to the System Office leadership, representatives of all 26 public universities and colleges in the University System, the Governor’s staff, Legislators, other higher education system offices, and national and international contacts.

Primary responsibilities include providing administrative support, assisting in the general operations of the units covered by the above-mentioned directors; and managing targeted projects important to the operations of the Shared Services Center. This position also is responsible for the facilities and office management of the SSC which will include partnering with other SSC departments, vendors and the facility landlord to coordinate physical security (through keys and access), facility monitoring and maintenance, space planning and office equipment/supplies ordering and maintenance.

• Manages administrative functions for the Associate Vice Chancellor for Shared Services, including tasks such as management of daily schedules, meeting preparation, special projects, mail, travel arrangements, ordering supplies, maintaining listservs, mailing lists and telephone calls.
• Assists with administrative support to senior leaders of the SSC and their teams.
• Acts as point of contact for visitors or callers requesting information or escalating issues. Troubleshoots, answers questions, forwards appropriate documents, or routes callers to appropriate staff member.
• Prepares documents for mailing, emailing, and/or web distribution. Maintains accurate records of documents preparation dates, methods of distribution and mailing lists to meet requests and requirements of internal customers, external customers and regulatory/audit.
• Maintains knowledge and application of standards for professional publications and edits documents to conform to those standards.
• Edits research briefs/presentations, papers, routine reports, and correspondence for style, grammar, punctuation, spelling, and accuracy of numbers. Reviews editorial changes with author to ensure maximum clarity. Proofs all documents after final edits.
• Issues meeting invitations, arranges for teleconferencing, prepares handouts, and makes other meeting arrangements, as needed.
• Plans and executes meeting/event arrangements, including food and accommodations, venue selection and seating arrangements.
• Manages relationship with temporary agency and work of temporary employees.
• Manages activities and serves as key point of contact for office and facility vendors/suppliers/landlord for services including but not limited to: cleaning, landscaping, security system, AV, HVAC, plumbing, pest control, vending, etc.
• Develops and manages process for regular inspections of the facilities and coordinates routine and emergency repairs with outside vendors and the facilities owner. Maintains service records and provides documentation where applicable for expected levels of service.
• Ensures all…