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Administrative Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

Please check to see which documents (i.e., resume, CV, cover letter, list of references, recommendation letters, etc.) are associated with this posting. Prior to applying for the position, prepare the electronic versions of these documents to upload or to “copy and paste” when prompted. You will not have the opportunity to attach them after you apply. An official copy of your transcript may be required upon hire for this position. All positions will be open until an adequate applicant pool has been reached. Applicants must meet the posted minimum qualifications for the position at the time of completing and submitting an application. Clayton State University is committed to providing equal employment opportunity to all qualified applicants, without discrimination on the basis of race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation or veteran status, as a matter of University policy and 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). For questions or more detailed information regarding this policy please contact the Clayton State University Office of Human Resources at (678) 466-4230.

Posting Details

Position Information

Business Title Administrative Coordinator
Job Title Administrative Coordinator
Posting Number S2012619
Position Type Staff

Position Summary Information

Position Summary

The position provides overall support for the business functions of student organizations and communicates policies and procedures needed to maintain financial responsibility to students, advisors, and related staff.

The applicant offered this position may be subject to a pre-employment drug test.

Qualifications

Experience working in a college setting preferred. Experience working with budgets preferred.

Minimum Education Requirements

Bachelor’s degree required.

Responsibilities Summary

Provide overall support for the business functions of student organizations by monitoring budgets, processing all fiscal transactions, contracts, and travel processes, serving as responsible budget manager for most student organization budgets, keeping updated ledger and log information, processing journal entries, reviewing PeopleSoft balances, completing quarterly budget reviews, maintaining student organization event evaluations, etc. Meet with representatives from organizations to facilitate smooth and effective transactions and travel. Identify and consider risk management aspects that may apply to student organization transactions and student travel. Serve as the point person for the financial aspects of any student organization software in use. Serve as a purchasing card holder within the Division of Student Affairs, making all necessary and appropriate purchasing card transactions for recognized student organizations, and serving as a back-up purchasing card holder for the Student Affairs office.
Communicate and apply policies and processes to effectively train students and advisors in the planning and implementation of their student organization budgets; coordinate formal/required training each semester and provide informal sessions to students and advisors as needed; hold student organization’s accountable, while treating the business functions as an educational opportunity for our student leaders; work together with the student organization coordinator in the Department of Campus Life to maintain a seamless process for the registration and coordination of student organization activities; maintain and provide updated information as needed; coordinate the fundraising process for student organizations; develop and implement processes that support continuous improvement in the effective delivery of information and training with students, using both qualitative and quantitative data as needed.
Maintain organized, accurate, and up to date physical and electronic files and policies and procedures related to the oversight of student organizations and additional departmental processes. Prepare student organization and departmental (as needed) deposits, verify accuracy of deposits with Bursar receipts and in PeopleSoft, and coordinate correction of any discrepancies. Assist with departmental financial transactions as needed.
Assist with the coordination and effective functioning of the Student Fees Advisory Board, including providing instruction on how to initiate budget requests, scheduling of meetings, providing quantitative and qualitative information on the student organizations, and recording of minutes at meetings.
Cross train as necessary with other members of the Division of Student Affairs; provide back up support to the Student Affairs Business Manager; train and utilize student assistants as necessary.
Other duties as assigned.

Knowledge Skills and Abilities

• Knowledge and experience with basic accounting, bookkeeping, and business practices required
• Knowledge of university rules, policies, and procedures, especially as relates to financial matters
• Ability to consistently apply financial policies and processes appropriate for student organizations
• Strong organizational skills required; must have the ability to prioritize work assignments and manage multiple projects; must be able to identify and resolve problems and exercise independent judgment in making some decisions; ability to maintain updated knowledge and information
• Effective communication, interpersonal, and customer services skills; ability to work collaboratively in a team environment; ability to communicate effectively in verbal and written formats across various audiences (student, staff/faculty advisors, administrators, etc.)
• Demonstrated proficiency in the use of MS Office Suite (including Power Point, Excel, and Word) required; previous experience with PeopleSoft Financials, Banner, etc. preferred

Posting Detail Information

Open Date
Close Date
Open Until Filled Yes
Special Instructions to Applicants

Please check to see which documents (i.e., resume, CV, cover letter, list of references, recommendation letters, etc.) are associated with this posting. Prior to applying for the position, prepare the electronic versions of these documents to upload or to “copy and paste” when prompted. You will not have the opportunity to attach them after you apply. An official copy of your transcript may be required upon hire for this position. All positions will be open until an adequate applicant pool has been reached. Applicants must meet the posted minimum qualifications for the position at the time of completing and submitting an application.

Clayton State University is committed to providing equal employment opportunity to all qualified applicants, without discrimination on the basis of race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation or veteran status, as a matter of University policy and 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). For questions or more detailed information regarding this policy please contact the Clayton State University Office of Human Resources at (678) 466-4230.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you currently possess a Bachelor’s degree?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. References
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3