Administrative Specialist, IV (Working Title: Department Coordinator)

Administrative Specialist IV

Georgia State University

School of Public Health

Health Policy and Behavioral Sciences

 GEORGIA STATE UNIVERSITY’S SCHOOL OF PUBLIC HEALTH educates practitioners and thought leaders while engaging in research and outreach that promotes health equity and addresses urgent public health challenges. Our location in Atlanta, an internationally recognized hub of public health expertise, gives students practice opportunities at organizations such as the Centers for Disease Control and Prevention, local and state government agencies, and international non-governmental organizations. Members of our growing alumni network are making a difference across Georgia and beyond, working in state and federal agencies, nonprofits, and community organizations. Our faculty and staff are conducting research that promotes health equity and seeks to solve urgent challenges related to infectious and chronic diseases, tobacco prevention and control, and trauma and mental health. With a global reach and a commitment to equity, we are dedicated to promoting better health for everyone, everywhere.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you!  We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do, but because it makes us a stronger team. 

The Office of Academic Assistance is seeking Administrative Specialist IV to join the already awesome team taking the School of Public Health to the next level of excellence!

WHAT MAKES The University Foundation A GREAT PLACE?

·    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

·    Commitment to diversity, equity, and inclusion

HERE IS WHAT YOU WILL DO

The School of Public Health – Health Policy and Behavioral Sciences is seeking an Administrative Specialist IV to be responsible for but not limited to the following duties:

·         In collaboration with the Department Chair, this role manages academic operations, including course scheduling, faculty workload allocation, and curriculum planning. The position oversees program compliance, conducts regular assessments, and handles administrative duties related to APR and CEPH accreditations. Additionally, the role directs the admissions process, resolves student petitions and concerns, ensures advising and career resources are current, and serves as the primary contact for course sequencing and textbook adoptions.

·         In collaboration with the Department Chair, this role directs the department’s Promotion and Tenure processes. The position maintains the faculty classification database to forecast pre-tenure, post-tenure, and promotion reviews for Tenure-Track (TT) and Non-Tenure-Track (NTT) faculty. Additionally, the role manages the logistical coordination of internal committees and external reviewers, handles document archive management, and ensures all finalized materials strictly adhere to university compliance standards and submission deadlines for the Provost’s Office and the Office of Faculty Affairs.

·         This role supports the Department Chair and faculty in planning and executing departmental events, collaborating cross-functionally with Communications, Facilities, and IT. The position assists in elevating and tracking the department’s national reputation by monitoring faculty contributions, professional association engagement, and board service through Academic Analytics and Digital Measures. Additionally, the role leads special administrative projects assigned by the Department Chair or Dean’s Office.

·         This position provides comprehensive administrative and operational support to the Department Chair and faculty. Key responsibilities include assisting the Search Committee Chair and HR Coordinator with recruitment and scheduling, tracking faculty workloads and annual reviews, and managing meeting logistics and leave processing. Additionally, the role coordinates Part-Time Instructor (PTI) needs, handles Graduate Research Assistant (GRA) assignments and policy enforcement, serves as a non-voting member of the Academic Affairs Committee, and supports the PhD and DrPH academic programs.

·         This role provides specialized operational support to HPBS faculty and SPH administration. Key duties include serving as the primary liaison for Part-Time Instructors (PTIs)—managing their orientation, technology access (iCollege, PAWS), textbook adoptions, and flex office space—and updating faculty profiles in Digital Measures. The position also collaborates with the SPH Office of Technology Instruction and SPH Finance Team on online course initiatives, acts as a financial approver as needed, and assists Communications with website maintenance. Additionally, the role leads the creation of standard operating procedures (SOPs) and departmental task databases while providing mentorship to new Department Coordinators and SPH leadership.

·         Monitors the department budget through monthly expenditure reviews, coordinates departmental space planning and facility needs in conjunction with the Office of the Dean, and performs other duties as assigned.

Minimum requirements:  

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