University of South Carolina Administrative Assistant in United States

Classification Title: Administrative Assistant

College/Division: USC Upstate College/Division Level

Department: USC Upstate College of Arts and Science

Advertised Salary Range: $29,754

Advertised Job Summary:

Job tasks related to the administration of the Center for Interdisciplinary Studies (IDS) 1. Act as liaison among Chair, faculty, staff, students and community for IDS. 2. Maintain order and functionality of department office space. 3. Sort and distribute mail. 4. Retrieve and maintain copies of university forms related to general operations. 5. Maintain IDS department budget. 6. Maintain inventory of and purchase all office supplies, including items for computers, printer, and copier. 7. Prepare purchase requisitions for items not purchased by credit card. 8. When requested by Director, attend Center meetings and take minutes; maintain records for department. 9. Solves routine and non-routine problems. 10. Create and submit work orders to Facilities Management. (My school building) 11. Create and maintain IDS Program of Study database. 12. Compile information for IDS reports. 13. Provide support for IDS center activities. 14. Maintain roster of full-time and part-time faculty. 15. Perform other duties as assigned by Director.

Job tasks related to student issues, advisement, registration, orientations and graduation. 1. Coordinate academic advisement, orientation, and registration process for IDS majors. 2. Evaluate transcripts for transfer and change-of-major students. 3. Create and maintain student records and databases for advisement and registration; distribute advisee lists to faculty; distribute advisement and registration materials to students and faculty. 4. Assist students during advisement and registration. 5. Answer routine inquiries about registration, major changes, advisement, course options, and related matters; route students and other individuals to appropriate department or office. 6. Assign advisers for new, transfer, and change-of-major students; send notification correspondence to students. 7. Assist in coordination of faculty for orientation, registration, and late registration. 8. Send graduation letters and related correspondence. 9. Perform other duties as assigned by Director.

Job tasks related to assisting the IDS Center Director. 1. Maintain appointment calendar for Director. 2. Assist in obtaining information on students (SSC system or inquiries to Records, Financial Aid, Admissions or other offices). 3. Type, copy, and distribute correspondence as requested by Director 4. Assist with daily Center functions (screen calls and visitors, schedule appointments) 5. Maintain forward planning calendar for routine functions, activities, forms, and reports 6. Performs other duties as assigned by Director.

Job tasks related to faculty issues. 1. Maintain advising appointment calendar for full-time faculty members. 2. Prepare travel authorizations, make travel arrangements, and prepare travel reimbursement vouchers. 3. Type, copy, and distributes materials as requested by faculty. 4. Prepare and distribute advisement information and materials to faculty each semester. 5. Order business cards for faculty. 6. Maintain position applicant files, database files and correspondence; assist search committees in scheduling meetings, planning campus interviews and making travel arrangements; prepare travel reimbursements for candidates; prepare and distribute interview itinerary; send all relevant correspondence; implement procedures in accordance with EEOC and AA guidelines. 7. Maintain confidential personnel files, official transcripts, resumes, vitae, letters of recommendation, etc. 8. Prepare and forward hiring documents (HR forms, dual- employment, contracts, etc.) for full-time and part-time faculty; complete and forward EPI, EEO, and other employment forms. 9. Initiate, prepare, and forward all forms and correspondence relevant to computer needs, telecommunications, classroom assignments, work requests, instructional technology, room reservations, office furniture, room fixtures, facilities. maintenance, and educational supplies. 10. Perform other duties as assigned by Director.

Advertised Minimum Qualifications :

Bachelor’s degree and 2 years of work experience that is directly related to the area of employment, or high school diploma and 6 years work experience that is directly related to the area of employment; or equivalency. Successful background check is required.

Full/Part Time: Full Time