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Administrative Specialist, Managerial

Georgia State University
Georgia, United States
Salary Not Specified
Start date
Sep 22, 2023

Administrative Specialist, Managerial

Robinson College of Business

Health Adm Institution

Georgia State University’s J. Mack Robinson College of Business (RCB) is the sixth-largest business school in the country, with an enrollment of approximately 8,000 students. Our undergraduate and part-time MBA programs for working professionals are ranked among the best by U.S. News & World Report, and our Executive MBA is ranked among the world’s best by CEO Magazine. Georgia State University is in the heart of Atlanta and has strong ties with Atlanta’s business leaders, many of whom are alums of Robinson College.

These are exciting times at the J. Mack Robinson College of Business at Georgia State University. We are growing, and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

The Health Administration is seeking (1 ) Administrative Specialist, Managerial to serve as the sole administrative person for one of the 12 academic units of the Robinson College of Business.

WHAT MAKES RCB Career Management Services 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 diverse partners.
  • Professional development opportunity and mentorship
  • A rapidly growing center within an academic setting

The ideal candidate for this position must exercise considerable initiative, judgment, and discretion as the level of responsibility has increased substantially in this rapidly growing, interdisciplinary department. A high level of decision-making is required to oversee all administrative and academic support activities, which have grown significantly as the external and internal relationships with other departments and programs have increased.

Duties will include:
  • Provide high-level administrative oversight, coordination, and support of all Institute administrative activities to augment the Chair’s relationships/communications with the CEOs and executives on the HA Advisory Board and Alumni Board, endowment sponsors, and other major current and prospective donors, as well as other health sector executives in support of the HA mission and strategic directions.
  • Serve as the liaison to AUPHA, CAHME, and AACSB accrediting bodies, as well as other academic, business, and IT executives in support of the Chair’s and Senior faculty positions on boards/committees of AUPHA, CAHME, the Technology Association of Georgia / Health, ACHE/Georgia Association of Healthcare Executives, and Metro Atlanta Chamber of Commerce.
Department Administration:
  • Assure that all faculty and staff have the required computing equipment, software, and support required.
  • Monitor space utilization coordination with college and university facilities offices.
  • Provide appropriate keying in collaboration with University Security; coordinate room numbering with facilities.
  • Serve as the primary point of contact and direct administrative contact between the Chair and the Dean’s office, GPC, other departments, other Colleges, and GSU.
These interactions directly contribute to the success of the HA program and must be undertaken in a proactive and responsive manner.
  • Coordinate the development of Institute policies.
  • Use University and College systems, i.e., ERS, SPECTRUM, FINANCIAL EDGE, WORKS, iCollege, ARGOS, Banner and OneUSG
  • Stay current on all software used to process departmental human resources, budgetary and accounts payable, management of faculty research accounts, immigration documents, Foundation charges and deposits, etc.
  • Provides administrative support for all other areas such as procurement, space, research services, computing, travel, and other areas.
  • Oversees departmental policies and procedures to
    • (1) assure compliance
    • (2) update as University and College require
    • (3) Ensure the department is made aware of changes at all levels.
  • Develop new P&P as necessary or requested.
  • Monitor workflow between faculty and production staff, ensuring deadlines are met.
  • Make decisions regarding production priorities when conflict arises.
Human Resource Functions:
  • Provide administrative support in recruiting and hiring faculty, administrative staff, GAs, student assistants, and others.
  • Advise HA on personnel/training regulations and other matters and serve as liaison to the Dean’s office on these matters.
  • Maintain all personnel records.
  • Daily management and supervision of staff to ensure total staff support to department, faculty, staff, and students.
  • Requires knowledge of ongoing needs in the areas of research, teaching, publishing, and staff development.
  • Recruit, select, hire/process, and orient part-time instructors, research and teaching assistants, and temporary instructors.
  • System input of all HR-required forms and information on teaching and research charges, employment of group positions, etc.
  • Process international students in collaboration with the University Office for International Students.
  • Continued assessment of staff training needs and provided as needed.
  • Arrange and coordinate Inter-university Employment agreements between institutions of faculty through administrative, academic, and legal channels.
Academic Programming Functions:
  • Liaison with the RCB Graduate Admission Office.
  • Provide administrative support and serve as liaison with the Dean’s Office regarding Executive Programs and other PMBAs pursuing the MSHA as a 2nd degree.
  • Oversee all student and course enrollment, scheduling, processing, and evaluation aspects of MBA/MHA, MSHA, JD/MSHA, nursing/MSHA, and other students.
  • Review the academic status of HA students and recommend actions to the chair.
  • Coordinate, generate, and monitor self-study progress reports, surveys, and site visits required by CAHME and AACSB accreditation.
  • Coordinate BIS Health Informatics scheduling and offerings with the School of Nursing.
  • Compile applications from the national AUPHA Healthcare Administration graduate school application system.
  • Administer the day-to-day of the program, including approval of programs of study for graduating students, approval of foundational course requirements, course substitutions, etc.
  • Provide guidance on course selection and graduation requirements, scheduling and staffing for HA courses, process requests for overflows, assist the Director with student appeals, and review undergraduate and graduate catalogs.
Budget Management:
  • Provide support and oversight for financial, budgetary, endowment oversight, and research grants/contracts.
  • Manage and monitor all budgets (both state and external and financial affairs of the department and associated centers (*).
  • Using Spectrum, ensure oversight of the budget at the department, college, and GSURF levels.
  • Initiate payments to personnel and vendors; project, plan, and adjust (as necessary) all budgets.
  • Create, manage, and monitor faculty research accounts in the Foundation.
  • Prepare Summer faculty payroll documents.
  • Monitor and report monthly P-Card activity to the university.
  • Numerous other budget-related duties.
  • Manage the Scholarship and Awards process and process payments.
Publications and Website Management:
  • Manage the Institute Website in collaboration with the appropriate technical college personnel to keep all departmental information correct and up to date, including faculty profiles and pictures, meeting announcements, publications and research activities, course descriptions, etc.
  • Development, production, and fulfillment of departmental publications and printed collateral (including media advertisements, brochures, flyers, newsletters, etc.)
  • Editing and writing copy for each individual project, including performing any necessary background research
  • Assist in the development of departmental marketing budget and monitor individual project budgets and expenditures.
  • Supervise Graduate Research Assistants (GRAs) and Student Assistants in support of a project Actively identifying proper targets for marketing campaigns.
  • Ensure that all designs comply with University/College branding.
Meetings, Conferences, Workshops & Seminars:
  • Oversee the planning of the annual Advisory Board meeting.
  • Oversee two annual student case competitions with local area CEOs serving as judges providing full event planning support.
  • Oversee annual new student orientation.
Research Activities:
  • Provide background support for affiliated research activities (such as surveys, lab and field experiments, and database manipulation)
  • Work with “outside” firms for research tasks when necessary
  • Provide editorial assistance in proposal development.
  • Provide interpretation of solicitation guidelines and organize data and information to support proposal submission.
Benefits The University System of Georgia (USG) provides comprehensive benefits to Georgia State employees. USG offers healthcare, dental, vision, and other benefits, as well as retirement plan options.

Flexible Work Schedules

This position is eligible for a flexible schedule and hybrid remote working that meet the needs of the employee and Robinson College.

USG Retirement Options
  • Optional Retirement Plan -- ORP is a 401(a) Defined Contribution Plan. Employees contribute 6% and USG contributes 9.24% to the plan. Employees are immediately vested.
  • Teacher Retirement System -- TRS is a Defined Benefit Plan, a traditional public pension plan. Employees contribute 6% and USG contributes 19.81% to the plan. Your retirement benefit is calculated by factoring in years of service, final salary, and a 2% multiplier. Employees are vested after 10 years.
See the retirement comparison chart for more information.
  • Tuition Assistance Program (TAP) -- Full-time employees enrolled in a USG degree program may earn their degree for free. Find the TAP details here .
Qualifications :

Minimum Requirements:
  • Bachelor's degree and five years of administrative experience; or high school diploma or GED and nine years of administrative experience; or a combination of education and related experience.

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