Administrative Assistant

Administrative Assistant

The administrative assistant for the Informatics and Engineering Systems and Math and Computer Science departments' offices, coordinates the daily and recurring operations of the offices under supervision of the Chair(s), and supports the faculty and staff in those departments; maintains knowledge of and applies the policies and procedures of the department, Academic Affairs, USC Upstate, and the USC system; serves as the primary contact to students, faculty, staff, and the public.

USC Upstate offers a valuable benefits package including but not limited to: Health and Life Insurance, Retirement Programs, Paid Tuition Program, Dependent Scholarships, Employee Assistance Program (EAP), Annual Leave, Sick Leave, 13 Paid Holidays (including an extended December holiday), Paid Parental Leave, Professional Development Opportunities.

Job Related Minimum Required Education and Experience - Typically holds a high school diploma or GED. Requires 1 or more years of job related experience.

Preferred Qualifications - High school diploma and six years office administration experience or equivalent combination of education and experience. Bachelor's degree and experience working in higher education desirable.

Knowledge/Skills/Abilities - Successful background check is required. Ability to work independently in making decisions related to the execution of various Department, College, and University procedures involving a combination of verbal, written, computer-based, and form-based workflow activities. Working knowledge of Microsoft Word, Outlook, and Excel, and general office equipment required.

Job Duties

Job Duty - Perform administrative duties for the department offices, including reception, information dissemination, mail handling, supply management, and inventory of physical assets. Coordinate department spaces such as office assignments, key distribution, reservations, signage, and access codes. Coordinate with facilities management for work orders. Attend department meetings, support accreditation reporting and visits, maintain event calendars, and assist with planning, scheduling, and executing departmental events

Job Duty - Process payment requests, purchase orders, expense reports, and deposits. Process reimbursements for faculty, staff, students- ensuring adherence to state and university policies and procedures. Coordinate registration and maintain accounts for both new and existing suppliers. Act the purchasing card liaison, review and approve departmental purchases and submit expense reports on behalf of other cardholders, as needed.

Job Duty - Responsible for the timely and accurate hiring processing for all temporary faculty and staff in compliance with HR and Academic Affairs policies, procedures, and deadlines. Submit paperwork for extra compensation and summer compensation for faculty, support the Chair(s) and Search Committee Chair in full-time faculty searches, and assist the Chair(s) with part-time faculty recruitment. Provide support for faculty reviews (including adjunct, annual, peer, and post-tenure). Prepare reports as requested.

Job Duty - Support the Chair(s), assigning student advisors, and entering course overrides as needed. Refer students to appropriate individuals or offices, assist with planning and executing recruiting and orientation events, and compile and prepare various reports upon request.

Job Duty - Monitor institutional and grant budgets on a monthly basis, reconcile errors in posting, and provide reports upon request.

Job Duty - Hire, train, and supervise student employees.

Job Duty - Serve as Building Coordinator in coordination with University Police, and other duties as assigned.