Administrative Assistant For The Division Of Fine Arts And Communication Studies

Posting Summary

Monday - Friday; 8:30am - 5pm; Some evenings and weekends as needed are required.

About USC

From the Upstate to the Lowcountry, the University of South Carolina system is transforming the lives of South Carolinians through the impact of our eight institutions and 20 locations throughout the state. More than 50,000 students are enrolled at one of eight institutions, including the research campus in Columbia and comprehensive four-year universities in Aiken, Upstate and Beaufort. In addition, our Palmetto College campuses in Salkehatchie, Union, Lancaster and Sumter enable students to earn associate or bachelor's degrees through a combination of in-person, online or blended learning. All of our system institutions place strong emphasis on service - helping to build healthier, more educated communities in South Carolina and beyond.

At the University of South Carolina, we strive to cultivate an inclusive environment that is open, welcoming, and supportive of individuals of all backgrounds. We recognize diversity in our workforce is essential to providing academic excellence and critical to our sustainability. The University is committed to eliminating barriers created by institutional discrimination through accountability and continuous process improvement. We celebrate the diverse voices, perspectives, and experiences of our employees.

Benefits for FTE Positions

Position Description

Administrative Assistant for the Division of Fine Arts and Communication Studies
University of South Carolina Upstate
STA01290PO23
Spartanburg, SC
The Administrative Assistant for theDivision ofFine Arts and Communication Studies coordinates the daily and recurring operations of the Division under the direct supervision of the Chair and supports the faculty and staff (20 full-time faculty and 20-25 part-time temporary faculty and staff); maintains knowledge of and applies the policies and procedures of the Division and Academic Affairs; serves as primary contact of the Division to students, faculty, staff, and the public.

Bachelor's degree and 4 years of work experience that is directly related to the area of employment, or high school diploma and 8 years work experience that is directly related to the area of employment; or equivalency. Successful background check is required.

Utilize software applications at a high level of efficiency and effectiveness (PeopleSoft, PeopleAdmin, Banner, Microsoft Office Suite, Adobe Acrobat/Adobe Reader); plan and prioritize tasks on multiple schedules and calendars; locate and utilize resources independently and proactively.

Job Duties

Execute duties associated with the administration and coordination of the Division office to include reception, dissemination of information to students and faculty, mail sorting and delivery, supplies, and requisition/inventory of physical assets. Coordinate the use of Division spaces and resources in three locations (Humanities and Performing Arts Building, Katie Hicks Visual Arts Center, and Downtown Studio Space), including office assignments, keys, reservations, signage, alarm and access codes for restricted areas, and liaising with facilities management. Attend department meetings, draft and distribute minutes, maintain records for various committees, and assist with NASAD accreditation reporting. Maintain and integrate Division calendar with that of the University, the Office of the Dean, Academic Affairs, Budget Office, Human Resources Office, Information Technology, Purchasing, etc., to ensure awareness and alignment of key events and deadlines.

Responsible for the timely and accurate hiring processing for all temporary faculty and staff in accordance with HR and Academic Affairs policies, procedures, and deadlines. Submit paperwork for extra compensation and summer compensation for full-time faculty. Support the Chair and Search Committee Chairs with searches for full-time faculty. Assist the Chair with faculty reviews (adjunct, annual and peer reviews).

Coordinate the Division's course offerings each semester in cooperation with the Division Chair, faculty, and the Records Office. Maintain and distribute enrollment lists for all majors across 4 disciplines (400-450 students), maintain accurate records for advisement and registration, support advisors during advisement periods, assign advisors to students, lift advisement holds and enter course overrides as needed, assist students with advisement, registration, major changes, and other student related tasks, create and maintain course of study sheets, refer students to correct personnel for transcript evaluations, graduation checks, and degree conferral decisions. Assist Division Chair and faculty with planning and holding recruitment/orientation events; create and maintain accurate list of new and prospective students.

Assist Division Chair and faculty coordinators with the management of 4 budgets totaling $1.8 million and 6 other revenue or fee-based budgets housed in the Division. Monitor all budgets on a monthly basis and provide reports upon request.

Process deposits, payment requests, purchase orders and expense reports for 10 departmental accounts (250-300 actions per year). Utilize a University purchasing card in accordance with all state and university policies and procedures. As purchasing card liaison, review and approve purchases and enter expense reports for 3-4 additional cardholders in the Division. Process significant volumes of travel authorizations (around 50 per year), reimbursements, and cash advances for faculty, staff, students, guest speakers, and consultants to include local, regional, national, and international travel in accordance with all state and university policies and procedures. Coordinate registration and account maintenance for 50-70 new suppliers annually (students and contractors).

Hire, train and supervise up to 7 student employees per year.

Field routine questions from the general public and departmental events and route inquiries to appropriate personnel, serve as the Building Coordinator for the HPAC in coordination with University Police, and other duties as assigned.

Position Attributes

Posting Detail Information

The application must be completed including all current and previous work history and education. A resume may be attached, but not substituted for completing work history and education sections of the application.
USC Upstate offers a valuable benefits package including but not limited to:

The University of South Carolina does not discriminate in educational or employment opportunities on the basis of race, sex, gender, gender identity, transgender status, age, color, religion, national origin, disability, sexual orientation, genetics, protected veteran status, pregnancy, childbirth or related medical conditions.