Administrative Assistant for the Division of Fine Arts and Communication Studies

Administrative Assistant for the Division of Fine Arts and Communication Studies
University of South Carolina Upstate
STA01290PO23
Spartanburg, SC

The administrative assistant for the Division of Fine 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.
• 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.

Minimum Qualifications: 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.

Salary: $37,735 – $43,468; Salary commensurate with education and experience.

For more information and/or to apply, go to https://uscjobs.sc.edu/postings/155094

The University of South Carolina is an Affirmative Action/Equal Opportunity Institution. Women, minorities, protected veterans, and individuals with disabilities are encouraged to apply.

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