Assistant to Director of SEOE

University of South Carolina, United States

Updated: 21 days ago
Location: Columbia, SOUTH CAROLINA
Job Type: FullTime
Deadline: 07 Apr 2024

Posting Summary


Logo
Posting Number STA00141PO24
Job Family Administrative Support
Job Function Administrative Services
USC Market Title Administrative Coordinator
Link to USC Market Title https://uscjobs.sc.edu/titles/131920
Job Level P1 - Professional
Business Title (Internal Title) Assistant to Director of SEOE
Campus Columbia
Work County Richland
College/Division College of Arts and Sciences
Department CAS School of Earth, Ocean and, Environment
State Pay Band 5
Approved Starting Salary $41,258
Advertised Salary Range $41,258
Location of Vacancy
Part/Full Time Full Time
Hours per Week 37.5
Work Schedule
Monday – Friday 8:30 AM – 5:00 PM
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
Under general supervision, the Assistant to the Director provides administrative support to the Director and Associate Director of the School of the Earth, Ocean and Environment (SEOE) and manages travel and purchasing for the SEOE. Fields inquiries, manages correspondence and scheduling, and maintains resources and records including faculty files, SEOE equipment, and promotional materials. Manage travel (TAs, TRVs), purchasing and reimbursements for SEOE faculty, staff, and students.
Minimum Qualifications
Bachelor’s degree and 2 years related experience in business management, public administration, or administrative services; or equivalency.
Preferred Qualifications
Knowledge of University systems, including Peoplesoft, 25Live, and Blackboard.
Knowledge/Skills/Abilities
Excellent written and oral communication skills, organizational skills, and ability to plan, organize and prioritize tasks according to schedules and deadlines. Detail-oriented and able to work with competing multiple concurrent responsibilities. Excellent analytical and problem-solving skills. Proficient in MS Office (Word, Excel, PowerPoint) and Adobe Acrobat. Knowledge of or ability to learn University policies and procedures, and general operation.


Job Duties


Job Duty
Provide support to the Director of the School of the Earth, Ocean & Environment. Duties include preparing documents, coordinating schedules and providing personal administrative support to the Director, coordinating scheduling of faculty meetings, reminders and agenda requests, and preparing agendas and hand-outs. Administer elections, including preparation and tallying of ballots. Serve as back-up staff for the main office.
Essential Function Yes
Percentage of Time 10
Job Duty
Provide front office support to SEOE by greeting visitors; handling routine questions from university personnel, students and visitors; processing mail and coordinating the routing of phone calls. Maintain office supply cabinet in EWS 617. Administer and plan activities associated with job searches for prospective faculty. Plan receptions, coordinate volunteers for Science Fair, and prepare letters from the Director for award winners. Manage department vans which consists of coordinating maintenance and overseeing departmental vehicle usage including tracking authorized drivers and coordinating charges for usage. Responsible for organizing departmental equipment (including field gear).
Essential Function Yes
Percentage of Time 20
Job Duty
Administer activities associated with faculty files, including request, collect and disseminate information on sabbatical leave, Resume of Activities form, Peer Review of Teaching evaluations, and Director evaluations. Coordinate Peer Review of Teaching schedule, prepare requested reports and surveys using such information, and coordinate distribution of faculty evaluations and scheduling of evaluation appointments.
Essential Function Yes
Percentage of Time 10
Job Duty
Assist the Building Coordinator with coordinating and maintaining room keys. Oversee and maintain school databases on personnel office, lab, email, and phones. Coordinate updates to various email list and web administrators, and update school directories in the lobbies twice yearly.
Essential Function Yes
Percentage of Time 5
Job Duty
Provides assistance and guidance to SEOE’s faculty, staff and students as related to administrative support to ensure compliance with federal, state, and University policies and procedures.
Essential Function Yes
Percentage of Time 5
Job Duty
Contribute to the success of the School of the Earth, Ocean & Environment and the overall success of the College of Arts and Sciences by performing all other duties and responsibilities as assigned.
Essential Function No
Percentage of Time 5
Job Duty
Assist in the preparation of publications and promotional materials for the SEOE. Coordinates seminar programs (room scheduling, hotel reservations, travel arrangements, etc.). Serve as backup for processing check authorizations to USCF/ED Foundation. Support Director with fundraising activities, including donor correspondence.
Essential Function Yes
Percentage of Time 10
Job Duty
Coordinates for the School of Earth, Ocean and Environment, excluding the Baruch Institute, processing of DEV’s (Payment Requests), POs, TA’s and TRV’s by reviewing and monitoring the submission of correct forms and checking for availability of funds via USC accounting systems. Prepare and submit forms as needed. Trouble-shoot any issues associated with requests. Processes student scholarship and award payments.
Essential Function Yes
Percentage of Time 35


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 04/01/2024
Job Open Date 02/22/2024
Job Close Date 04/07/2024
Open Until Filled No
Special Instructions to Applicant
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 April 7, 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/164419
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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