Administrative Specialist, Administrative

Administrative Specialist

Center for Translational Resea

Georgia State University

The Georgia State University/Georgia Tech Center for Advanced Brain Imaging is looking for an Administrative Specialist to join our team! CABI is focused on providing advanced brain imaging resources to the Atlanta area neuroscience community.

The Administrative Specialist will be supporting the Center and will be pivotal in supporting the administrative team, and in assisting CABI users regarding Center procedures and policies. The person will be required to perform a variety of administrative support duties, which require a range of skills and knowledge of Center and University policies and procedures. They will be responsible for managing the communications, events, and guest relations for the Center. The Administrative Specialist must organize and prepare a range of administrative documents and perform as a multifunctional team member of the Center.

Examples of Duties:

• Provides excellent customer service as the first point of contact for all visitors

• Provides high-level administrative support performing duties such as typing or transcribing letters, memos, reports, schedules, and other sources of information, receiving and directing calls and visitors, arranging conference calls, managing calendars, scheduling meetings, conferences and other related duties.

• Assists Operations Supervisor with developing policies and procedures relating to the administrative functions of the Center.

• Creates and maintains contact lists, mail merges, and mailings.

• Maintain internal and external center communications through multiple platforms including mail merge and relevant social media platforms (MailChimp, Instagram, LinkedIn, X)

• Assist with preparation of travel, reconcile expense statements and track reimbursements.

• Orders and distributes office supplies as needed and maintains inventory.

• Coordinates and facilitates meetings, events, and/or travel arrangements as required.

• Responds to information requests either directly or by referring request to the appropriate individual.

• Assists with budgeting and fiscal planning in the Center.

• Assists the Director, Operations Supervisor, and Center staff with administrative and financial processes and special projects.

• Manages requests for facilities, property control, and telecommunications within and outside the Center and maintains property control records.

• Maintains the reception areas and breakroom.

• Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of various software and information systems, such as MS Word, MS Excel, WordPress, etc.

• Experience designing for and communicating scientific information through Canva or Adobe Creative Cloud projects.

• Comfortable maintaining printers/office equipment.

• Able to lift 25lbs.

• Knowledge of business management practices.

• Knowledge of University rules, policies, and procedures.

• Effective time management and organizational skills.

• Excellent oral, written, and interpersonal communication skills.

• Ability to plan, develop and analyze work procedures.

• Professional, technical writing skills with ability to proofread.

Minimum Requirements:

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

Preferred Hiring Qualifications:

• Highly experienced with and in-depth knowledge of University rules, policies, and procedures.

• Experience with University software and tools such as PantherMart and OneUSG.

• MRI Safety Trained

• Must be able to handle a variety of tasks and resolve various issues.

• Ability to communicate clearly with people from diverse backgrounds.

• Experience and drive to help shape the expanding Center.