Office Manager

2 months ago

Columbia, United States University of South Carolina Full time

Job Summary

Will serve as Office Manager and administrative assistant to the Chair of the Department of Theatre and Dance. Under the daily supervision of the Chair, performs a variety of administrative and secretarial duties, including assistance with the management of the graduate student records. Minimum Qualifications Bachelors degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency. Preferred Qualifications Prefer a candidate with experience working with the public, students & faculty. Computer skills a must, especially word-processing; Microsoft Word and Excel preferred. Knowledge/Skills/Abilities Knowledge of University policies and procedures and able to handle constant interruptions and changes. Must feel comfortable working with data from a variety of sources. Attention to detail. Have the ability to coordinate diverse administrative functions and train faculty on new platforms, when needed. Must be able to prioritize assignments and work with minimum supervision. Must be able to find solutions to problems. Knowledge of office management policies, practices, and procedures preferred. Ability to communicate well the working of payroll to personnel, both verbally and in writing. Must maintain an effective working relationship with faculty, staff and students. Must be a team player. Must have good analytical skills. Job Duties Job Duty Performs administrative and secretarial duties for the Associate Chair (5%), Graduate Director (5%), the Undergraduate Director (5%) and the faculty of the Department of Theatre & Dance. Tasks can include, but not limited to, assisting with technology needs of the faculty, mail distribution, generating reports making copies, screening, and referring telephone calls and other general administrative duties. Essential Function Yes Percentage of Time 15 Job Duty Make arrangements for meetings and conferences for the Theatre & Dance program and faculty. Coordinates faculty travel as requested, completes and processes appropriate paperwork. Assist faculty with technical needs including but not limited to computers, video, television, projection, apple TV, and basic Microsoft Word, Excel & outlook functions. Prepares agendas, reserves space, drafts/edits presentation materials, printings, and distributions. Liaison for Tenure & Promotion committee. Essential Function Yes Percentage of Time 5 Job Duty In conjunction with the departments Graduate Director creates and maintains all graduate student records for the MFA, MA, and MAT graduate programs. Facilitates communication/collaboration with Admissions, Financial Aid and the Registrars Office concerning graduate students. Point of contact for students and parents concerning Theatre scholarships. Prepares scholarship forms for all theatre undergraduate majors for submission to the departments Business Office. Represents the Theatre Program in contact with other university officials and departments for the purpose of coordinating various theatre program activities and building repairs. Essential Function Yes Percentage of Time 10 Job Duty Assists with graduate student & undergraduate recruiting. In conjunction with the Marketing Coordinator and the Graduate Director coordinates and processes the preparation of graduate recruitment materials. Liaison with prospective graduate students. Assist various Program Heads with graduate admission process and the annual graduate student review process. Essential Function Yes Percentage of Time 5 Job Duty Attends departmental faculty meetings and records minutes; produce and distributes agendas and minutes to faculty prior to each meeting. Maintain files of the Chair correspondence, and departmental records. Assist in proofreading/editing departmental materials, including Undergraduate & Graduate Bulletins, promotional materials, and recruiting materials. Essential Function Yes Percentage of Time 10 Job Duty Interprets and explains functions of the Theatre Program to the general public and to other public or private agencies or organizations. Assist in the preparation and maintenance of special and/or confidential records and reports NAST & NASD certification reports and progress reports) for the Chair of the department. Essential Function Yes Percentage of Time 5 Job Duty Contributes to the overall success of the Department of Theatre & Dance and the College of Arts & Sciences by performing all other duties as assigned. Provide assistance and guidance to the Department of Theatre & Dances faculty and staff to ensure compliance with federal, state and University policies and procedures. Essential Function Yes Percentage of Time 10 Job Duty Performs administrative and secretarial duties for the Chair. Tasks can include, but not limited to, generating and sending letters and reports, conducting research, making copies, screening, and referring telephone calls and other general administrative duties. Essential Function Yes Percentage of Time 40 Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR Drug and Alcohol Testing.

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