Administrative Assistant

Student Center Operations Georgia State University

The Student Center Administrative Assistant, will perform administrative, project and program support to the college and support the business (budget/finance) and Accounting of the department.

WHAT MAKES The Student Center A GREAT PLACE?

* A flexible work environment

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

* A knowledge-sharing organization that works collaboratively with various partners.

* Professional development opportunity and mentorship

* A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

• Responsible for billing for event reservations, long-term rental space, solicitations, building maintenance, property retrieval, etc. This includes generating and distributing invoices, updating customer statuses, posting payments, tracking invoice balances, monitoring approved payment plans, responding to client inquiries, and sending reminder and past due notifications, etc.
• Assists with the administration of the Student Center Discount Ticket Program to include ordering tickets, preparing ticket contracts, responding to customer and ticket vendor inquiries, reviewing the discount ticket website for broken links, expired codes, etc., initiating contact with potential new ticket venues, processing vendor payments, completing weekly ticket inventory, resolving ticket count discrepancies, communicating ticket updates and instructions to the Information Center management team, and preparing ticket closeouts for seasonal and/or expiring tickets.
• Assists with preparing, documenting, and delivering daily revenue deposits from Information Center sales, solicitations, reservations, rental space, maintenance fees, uniform fees, event guest fees, event door sales, Cinefest Theater sales and rental fees, homecoming sales and fees, student media revenue, restroom vending, etc.
• Assists with reconciling monthly Visa P-Card statements for departmental expenditures to include responding to staff inquiries, ensuring requirements are fulfilled, reporting misuse, preparing documents for historical filing, etc.
• Assists with updating and maintaining employee payroll database, including time sheet data entry and tracking, and reconciling payroll disbursements for full-time, part-time, and student staff.
• Responsible for managing the budget manager monthly report submissions and assists with account tracking, reconciling, and resolving discrepancies for departmental budgets and assists in preparing monthly, quarterly, and annual financial statements and reports.
• Assists with full-time staff trainings. Assists with coordinating student assistant trainings to include team builders and icebreakers as well as presenting topics to support the Student Center learning outcomes and promote professional development. Assists with the training logistics to include scheduling attendees, reserving Student Center event space or conference room, preparing the training agenda, procuring speakers and/or facilitators, and creating questionnaires for after training feedback.
• Responsible for tracking approved Student Activity Fee (SAF) Funding for Student Center student reservations and Cinefest Theater student rentals to include applying speedtypes to invoices, posting payments, and alerting student groups of any invoice balance due, where applicable.
• Assists with posting credit card payments for solicitations, event reservations, Cinefest Theater rentals, special events, etc. from the Student Center / Student Life online stores.
• Performs other duties as assigned associated with fiscal management, such as submitting travel expense statements, retrieving from the Office of Disbursements and notifying staff of checks available for pick up, monitoring supplies and ticket levels at the Information Center, assisting with the petty cash fund process, screening contracts, preparing financial analysis reports, conducting business operations reviews, making recommendations for compliance, streamlining business processes, assisting with reviewing handbooks, manuals, quick reference guides, etc.

Minimum Hiring Qualifications:

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

Preferred Hiring Qualifications:

• Display a level of proficiency in Microsoft Excel
• Worked in Business Administration or Accounting field

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.

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