Executive Assistant to the Dean/Office Manager

University of South Carolina, United States

Updated: 3 months ago
Location: Columbia, SOUTH CAROLINA
Job Type: FullTime
Deadline: 05 Feb 2024

Posting Summary


Logo
Posting Number STA01477PO23
Job Family Administrative Support
Job Function Administrative Services
USC Market Title Executive Assistant
Link to USC Market Title https://uscjobs.sc.edu/titles/131928
Job Level P2 - Professional
Business Title (Internal Title) Executive Assistant to the Dean/Office Manager
Campus Columbia
Work County Richland
College/Division College of Arts and Sciences
Department CAS College of Arts and Sciences
State Pay Band 6
Approved Starting Salary $54,165
Advertised Salary Range $54,165 - $81,247
Location of Vacancy
Part/Full Time Full Time
Hours per Week 37.5
Work Schedule
Normal business hours for the College are Monday through Friday from 8:30am to 5:00pm. May be required to work on an occasional weekend or outside of regular business hours to meet the needs of the Dean.
Basis 12 months
Job Search Category Administrative


About USC


About University of South Carolina
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.
Inclusive Excellence Statement
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


The University of South Carolina (USC), through the State of SC and Public Employee Benefit Authority (PEBA), offers employees a valuable benefits package, including health and life insurance, generous paid leave and retirement programs. To learn more about USC benefits, access the About Benefits section on the Applicant Portal at uscjobs.sc.edu.




Position Description


Advertised Job Summary
The Executive Assistant to the Dean and Office Manager provides advanced administrative and strategic support to the Dean of the College of Arts and Sciences. Requiring a high level of professionalism, this position serves as the dean’s liaison with a variety of constituencies, including other university leadership; prospective and current students; alumni; current and prospective donors; all executive and administrative staff within the college; faculty within the college and across the university campus; and the general public.
Reporting to the Dean, the incumbent will be expected to anticipate, initiate, and coordinate all matters for the Dean, including, but not limited to, communications, scheduling, events, and meetings. Requirements for this position include maintaining confidentiality, discretion, tact, diplomacy, sound judgment, and having analytical and decision-making skills. Receives assignments that may be highly confidential and sensitive in nature that require organizational analyses, background research, exceptional writing skills and logistical orchestration. Must be able to assess and prioritize the urgency of issues and tasks that arise and alert the Dean to any potential conflicts.
Serving as Office Manager for the Office of the Dean, the employee will manage office operations for the College, supervise the front desk personnel, and provide backup support for the associate dean assistants and front desk receptionist as needed.
Minimum Qualifications
Master’s degree and 5 years related experience in business, public administration or administrative services, or bachelor’s degree and 7 years related experience; or equivalency.
Preferred Qualifications
Working knowledge of Insight software. Experience with online file management (e.g. OneDrive Files). High level executive administrative support experience strongly preferred.
Knowledge/Skills/Abilities
Proficient in relevant technology, including Microsoft Outlook, Word, Excel, and PowerPoint software, as well as ease in Internet searching. Excellent time management and organizational skills, attention to detail, initiative, and resourcefulness. Flexibility and ability to perform successfully when challenged and faced with changing workflow priorities. Ability to self-direct and operate autonomously. Excellent communication skills, including verbal, written, and listening.
Demonstrate ability to effectively communicate across a full spectrum of internal and external constituents, including current and potential University donors. High degree of confidentiality and professionalism. Demonstrated ability to gain and maintain confidence and cooperation among faculty and staff. Ability to work independently with minimal or no supervision, take initiative, handle emergency situations in a professional efficient manner. Knowledge of AP style is a must along with the ability to be a self-editor. Organizational skills and a self-starter.


Job Duties


Job Duty
Serve as Office Manager for the Office of the Dean, including providing leadership and guidance to support staff in the office of the dean. Assist in assessing and prioritizing administrative tasks, including travel arrangements, scheduling meetings, and calendar coordination. Provide backup to associate dean assistants and front desk receptionist as needed. Oversee coordination of front desk reception area, including supervising Receptionist and/or student workers. Manage reservation of Dean’s Office conference rooms and spaces in Petigru and Gambrell Hall. Oversee purchasing card use for Dean’s Office supplies and serve as back-up if needed.
Essential Function Yes
Percentage of Time 20
Job Duty
Provide general office administration to the Dean, including appointment and conference scheduling, itineraries and agendas, travel arrangements, and expense reporting and reconciliation. Open, process, and compose correspondence to the Dean’s Office from general instructions. Maintain and utilize confidential filing system and records to assure availability and effective authorized access to information. Independently manages daily tasks, ensuring that College and university deadlines are met. Conserves the Dean’s time by providing effective liaison between the Dean, other University administrators, faculty, staff, students and external contacts. As needed, represents the Dean by welcoming and interacting with all visitors. Exercise judgment and independent initiative; handle time sensitive matters that require concise problem-solving and confidentiality.
Essential Function Yes
Percentage of Time 30
Job Duty
Manage all correspondence for the Dean, to include drafting, editing, and proofreading. Support development and design of presentations, reports (including college blueprint), and other documents as needed.
Essential Function Yes
Percentage of Time 20
Job Duty
Coordinate review process for Associate Deans, Vice Dean, and other direct reports to the Dean.
Coordinate the search processes for college leadership such as vice/associate/assistant deans, to include schedule and process communication, campus visit and interview planning, candidate evaluation forms and surveys, internal meetings and formal correspondence.
Essential Function Yes
Percentage of Time 10
Job Duty
Manage office onboarding of all new College-level staff (Office of the Dean, Facilities, Communications, External Relations, Grants, Budget, HR, IT). This includes coordinating office assignment, ensuring technology needs are met, and providing campus access (Carolina Card, parking, etc.) Track and manage key access to offices within Petigru. Coordinate offboarding for employees leaving office.
Essential Function Yes
Percentage of Time 5
Job Duty
In coordination with the Associate Deans, receive tenure and promotion and other faculty review letters for the Dean’s review and approval. Will proofread the items for accuracy and formatting the letters/memos for the Dean’s signature. In coordination with the HR and Faculty Affairs Director, will save the word and pdf version of the documents for next steps. The employee will also send out tenure-progress and post-tenure review letters to faculty via email, copying appropriate Associate Dean, Chair/Director, the HR and Faculty Affairs Director, etc.
Essential Function Yes
Percentage of Time 10
Job Duty
Contribute to the overall success of the College of Arts and Sciences by performing all other duties and projects 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 1.95 Drug and Alcohol Testing.


Safety Sensitive or Security Sensitive No
Hazardous weather category Non-Essential


Posting Detail Information


Number of Vacancies 1
Desired Start Date
Job Open Date 12/21/2023
Job Close Date 02/05/2024
Open Until Filled No
Special Instructions to Applicant
Your cover letter serves as a writing sample as required for this position. We will be checking this for tone, style and writing skills including content, grammar, spelling and punctuation. Thank you for submitting your best work.
Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.
We are only accepting applications submitted by February 5, 2024.
The University of South Carolina offers a valuable benefits package including but not limited to:
  • Health and Life Insurance
  • Retirement Programs
  • Paid Tuition
  • Dependent Scholarships
  • Annual Leave
  • Sick Leave
  • 13 Paid Holidays (including an extended December holiday)
  • Paid Parental Leave
  • Professional Development Opportunities


Click here to learn more about why you should work at USC.
Quicklink for Posting https://uscjobs.sc.edu/postings/161659
EEO Statement
The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.

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