Administrative Assistant

Job Summary

The Administrative Assistant provides front office support while also serving as the HR contact and coordinator for all in-person and virtual events for WGST. The Administrative Assistant contributes to the overall success of WGST by performing all other duties and responsibilities as assigned by supervisors, such as ensuring office staffing during business hours and the coordination of website and social media updates for WGST academic and curriculum related matters. 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 Knowledge/Skills/Abilities PeopleSoft Finance, PeopleSoft HCM, UofSC Finance Intranet, ITAMS, Blackboard, Blackboard Orgs, Adobe InDesign, Microsoft Word, Adobe Acrobat Reader, 25Live Pro, Microsoft Excel, Avaya telephone systems and voicemail, Lucidpress online design tools, Constant Contact, Mailchimp, budgeting, website updating and management using UofSC CMS, careful and organized print and electronic record and file keeping, careful attention to detail, skilled and comfortable in working with electronic documents and in electronic working environments, ability to receive constructive criticism non-defensively, strong interpersonal communication skills. Job Duties Job Duty Coordinate all in-person and virtual WGST events and programming with the assistance of student employees. Duties include but are not limited to the creation and dissemination of print and digital flyers via email, listservs, programming; scheduling and making room reservations; arranging for catering; arranging for photography and videography; creation, editing, and dissemination of event programs in print and digital formats; arranging for book signings; coordinating and booking travel for guests, such as flight, parking, car rental, etc. Will work closely with the Program Coordinator who will process travel authorizations, reimbursements, and honoraria for WGST events and programming. Coordinating practices and live events in a virtual environment, using tools such as Zoom, MS Teams, MS Teams live Event. Will coordinate with student employees the setup, program distributions and cleanup for annual WGST events and others as required. Creation, editing, dissemination, and archiving of faculty meeting agendas and minutes. Posting faculty meeting agendas prior to all faculty meetings. Will be required to attend and support the management ofWGSTprogramming and events as needed, which may include several weekends and/or evening events each year. Essential Function Yes Percentage of Time 35 Job Duty Production, print ordering, and dissemination of all WGST print and electronic promotional, recruitment, and fundraising materials (undergraduate and graduate recruitment and informational brochures, newsletters, fundraising letters, posters, flyers, banners, and display boards; updating WGST displays and bulletin boards). Essential Function Yes Percentage of Time 10 Job Duty Maintenance and coordination of theWGSToffice suite (M-F 8:30-5:00) staffing, which may include work study students; ordering office supplies; arranging for cleaning and maintenance servicesincluding submission of Facilities online service request tickets when needed; wiping down and cleaning/dusting commons areas and appliances; coordinating copier/fax machine/telephone/computer/printer/water cooler repairs and servicing when neededincluding submission of Information Services online service ticket requests when needed; providing office reception via telephone answering, call transferring, voicemail monitoring, holding regular in-person and/or virtual office hours, and returning calls, and visitor greeting; monitoring the email inbox and responding as needed toWGSTProgram-related email; maintaining a key list and ordering and distributing keys; ordering signage when necessary; retrieving, processing, sending, and distributing mail; and unpacking, organizing, and arranging offices, storage room, and commons areas. Distribute mail and messages to appropriate staff, open and close offices when necessary, and operate and arrange for servicing of general office machines. Limited supervision, in collaboration with other unit administrators and staff, of work-study and/or graduate students if needed. Essential Function Yes Percentage of Time 20 Job Duty Work in coordination with CAS Communications on WGSTwebsite and online social media updating, maintenance, and production and posting of new content (including features on:WGSTcourses, events, programming, faculty, alumni, and students). If needed, will attend website/CMStraining to become aWGSTSite Manager. Essential Function Yes Percentage of Time 5 Job Duty Will serve as the back-up to the Program Manager for budget duties as needed. These duties include budgeting, procurement, and reimbursement processing for WGST faculty and program. Keeping detailed and organized records and files for the WGST program, including in the blackboard online archive, to be shared with the WGST Director and other WGST and College personnel as needed. Essential Function Yes Percentage of Time 5 Job Duty Production, editing, dissemination, and archiving ofWGSTcourse descriptions each semester (Fall, Spring, and Summer) for posting via email, listserv, and for print purposes. Posting these course descriptions to theWGSTwebsite and social media. Essential Function Yes Percentage of Time 5 Job Duty Serve as the HR contact for WGST. Initiates HR actions in the HCM Peoplesoft system to include, but not limited to, job changes, additional pays, additional assignments, status changes, reappointments, separations/terminations, etc. Maintain records on each transaction. Request and coordinate all faculty and staff hiring. Submit and track actions in People Admin to include, but not limited to, creating, updating, and/or reviewing position descriptions; creating and submitting job ads/postings to the College for approval; creating and submitting hiring proposals to the College for approval. Work with FTE faculty in the department to coordinate and process summer ECOM actions. Review all HR documents prior to Department Chair approval. Will work with the Office of International Scholars on actions associated with international faculty/staff members. Maintain personnel files for the department which include hard copy for ease of retrieval and generating reports for the Program Coordinator and Chair of the department as requested. Obtain and post up-to-date required workplace notices. Provide assistance and guidance to faculty, staff, and students related to administrative coordination to ensure compliance with federal, state, and University policies and procedures. Essential Function Yes Percentage of Time 15 Job Duty Contribute to the overall success of the College of Arts and Sciences by performing all other duties and responsibilities as assigned. Essential Function Yes Percentage of Time 5 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.

---