Administrative Assistant

Internal Title: Administrative Assistant

Posting Number: STA00164PO17

College/Division: USC Upstate College/Division Level

Department: USC Upstate Div of Math and Computer Sci.

Advertised Salary Range: Salary is commensurate with education and experience.

Part/Full-time: Full Time

Job Search Category: Administrative

Advertised Job Summary: Performs administrative duties for the Chair and twenty full-time and ten to fifteen part-time faculty of the Division of Mathematics and Computer Science. Applies university policies, exercises wide latitude of independent judgment and initiative in interaction of confidentiality with students, staff, and faculty and answers inquiries for the public. - Job duties related to the administration of the Division of Mathematics and Computer Science (MCS): 1. Performs administrative functions for the division of MCS; only staff person in the division office; contact person upon someone's calling or entering the division office. Manages division office - direct phone calls, answer questions about degree programs, requirements, course availability, anything necessary. Daily contact with students, staff, faculty and the community - numerous interruptions. Completes tasks related to overall operation of division. 2. Sorts and distributes all incoming mail and authorizes all outgoing mail for the division. 3. Maintains systems for records of division budget, part-time and full-time faculty files, hiring of part-time and full-time faculty. 4. Performs administrative functions related to search processes for full-time and part-time faculty. 5. Works with the International Office in Columbia as needed when an International Faculty is hired. 6. Assists in research and compilation of pertinent data involving confidential student records for degree program accreditation, assessment and continued development. 7. Acts as receptionist for the division and uses own initiative in carrying out office tasks for the chair in his or her absence. 8. Supervises, assigns and reviews work of work-study students and volunteers. 9. Prepares travel authorizations and travel reimbursements for all members of the division. 10. Assists with purchasing and maintains supply inventory for the division, including all computer labs and classrooms assigned to the division. Maintains records for ensuring compliance with budget limitations. 11. Acts as liaison for division credit card. 12. Acts as liaison between faculty and students between the division, College of Arts and Sciences and the Admissions, Records, Student Affairs, Computer Services and other appropriate components of the University. 13. Takes and maintains minutes and records of division meetings. 14. Assists in scheduling computer labs, computer classrooms and meeting rooms for internal constituents. 15. Responsible for inventory of all forms related to division operation; maintains files of current syllabi and faculty office hours. 16. Assists others with copier and multipurpose machines, as needed. Diagnoses and repairs minor problems, calls IT to report major problems. Job duties related to assisting the Division Chair of Mathematics and Computer Science: 1. Initiates correspondence of a general and specific nature and word processes all correspondence for signature of the Chair. 2. Maintains appointments for the Chair. 3. Accepts calls for the Chair in his or her absence and answer inquiries as necessary. Job duties related to University students (especially those that major in Mathematics and Computer Science): 1. Processes reminders concerning advisement to both new and readmit students. Establishes and updates files (paper or electronic) on all students in majors in mathematics and computer science and makes appropriate copies of material for files and circulation. Is responsible for purging files and appropriate storage of same. 3. Informs students of class cancellations, room changes and emergency messages as necessary. Registration 1. Actively assists clearing for registration all computer science and mathematics students each semester. 2. Enters necessary data on electronic database for registration and drop/add. 3. Is responsible for assembling, distribution and maintenance of all advisement folders for the division. 4. Answers questions and/or refers students to appropriate sources of information regarding a variety of academic, advising, etc. inquiries. Job duties related to faculty in the Division of Mathematics and Computer Science: 1. Ensures that all faculty have proper entry keys for offices, building, etc. 2. Prepares and distributes appropriate advisement and registration materials to faculty each semester 3. Instructs faculty in the use of Banner for registration purposes. 4. Ensures that new faculty members ( full and part-time) are provided with all pertinent campus information, including office location, phone numbers, keys, class schedules, Human Resource documentation, textbook orders, parking permits, etc.

Minimum Qualifications (Classified and Unclassified positions): Bachelor's degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency. Successful background check is required.

EEO Statement: The University of South Carolina does not discriminate in educational or employment opportunities on the basis of race, color, religion, national origin, sex, sexual orientation, gender, age, disability, veteran status or genetics.