Administrative Assistant

3 weeks ago

Columbia, United States University of South Carolina Full time

Job Summary

Administrative Assistant, Minimum Salary: $37, per year, USC Aiken Department of Visual and Performing Arts Provides administrative support for the Department of Visual & Performing Arts. Performs a variety of administrative duties for the department chair, faculty, staff, and students within the Department of Visual & Performing Arts through scheduling, maintaining required records, bookkeeping, recordkeeping, typing correspondence, and answering the phone. In-depth understanding of the entire Microsoft Office suite, including extensive experience in building & maintaining Excel spreadsheets, database management (ie. PeopleSoft & Banner experience preferred). Will be responsible for making travel arrangements for the faculty of the Visual & Performing Arts department. Ability to communicate effectively, deal courteously with the public, students, faculty & staff. Will train and supervise student employees throughout the course of the year. Knowledge of Microsoft office software. The ability to organize and prioritize work. Ability to make quick decisions. Ability to work with limited supervision. Minimum Requirements: Requires a high school diploma and 1 or more years of experience. May require extended hours including weekends to accommodate scheduled events. Preferred requirements: Bachelors degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency. Knowledge of University policies and procedures, University Payroll System and University Accounting Systems. PeopleSoft and Banner experience also preferred. Application Deadline: June 2, . Women and minorities are encouraged to apply. USC Aiken is an AA/EOE. Minimum Qualifications Requires a high school diploma and 1 or more years of experience. May require extended hours including weekends to accommodate scheduled events. Preferred Qualifications Bachelors degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency. 
Knowledge of University policies and procedures, University Payroll System and University Accounting Systems. PeopleSoft and Banner experience. Knowledge/Skills/Abilities Ability to communicate effectively, deal courteously with the public, students, faculty & staff. Ability to train and supervise student employees. Knowledge of Microsoft office software. The ability to organize and prioritize work. Ability to make quick decisions. Ability to work with limited supervision. Job Duties Job Duty Office Management
·Answer telephone for the department, screen and direct calls to appropriate faculty, take messages, answer telephone inquiries about departmental and university policies, procedures, or events.·Maintain personnel records, organize departmental files, archive gallery events and departmental performances, and process purchase requests for department chair and faculty.·Manage and reconcile departmental budgets (including A, E, N, Partnership, and other sources of funding or revenue), serve as liaison for all departmental purchase cards or credit cards, track grant budgets, receive funds for rentals, tickets, donations, or other sources of revenue.·Supervise student employees assigned as office support and approve timesheets for staff and student employee hours.·Maintain and replenish office supplies for the department.·Distribute mail and packages to faculty and staff.
·Coordinate departmental calendar, organize meetings for departmental chair, and keep record of departmental meetings. Essential Function Yes Percentage of Time 30 Job Duty Hiring & Onboarding
·Process hiring paperwork for all faculty (tenure-track, temporary, and dual employment), staff, and student employees, and payroll forms for both on-campus and off-campus programs.·Process paperwork for guest artists, musicians, models, and others contracted services for the department.
·Assist department chair in providing new faculty and staff with access to university e-mail, phone, academic support, and keys to needed classrooms and supply cabinets. Essential Function Yes Percentage of Time 25 Job Duty Office support
·Provide assistance answer phones, taking messages, selling tickets, answering patron questions, or serving as a liaison on behalf of the Etherredge Center staff.·Provide other duties, as needed, for Etherredge Center staff. Essential Function Yes Percentage of Time 10 Job Duty Other duties as assigned by department chair to include but not limited to:
Assist with duties that promote university, college, and departmental mission, vision, or strategic goals.
Assist with organization departmental activities, as appropriate.
Support faculty research and creative practice, preparation of academic materials, reports, and functions.

Essential Function Yes Percentage of Time 10 Job Duty Purchasing and Processing
·Order classroom and office supplies for departmental faculty, process purchase orders, and serve as departmental liaison with vendors and suppliers.·Process reimbursements for faculty and staff.·Make travel arrangements and process travel authorizations for department chair, faculty, staff, and students.
·Ensure purchases and reimbursements follow university policy and are allocated to the appropriate account and chart string. Essential Function Yes Percentage of Time 25 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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