Administrative Coordinator II

Location
USC Columbia
Posted
Sep 21, 2017
Administrative Jobs
Academic Affairs
Institution Type
Four-Year Institution

Internal Title: Executive Assistant to the Dean/HR Manager

Posting Number: STA00327PO17

College/Division: College of Information and Communications

Department: College of Information and Communications

Advertised Salary Range: $48,572

Part/Full-time: Full Time

Job Search Category: Administrative

Advertised Job Summary: Manages, prioritizes and coordinates Dean's appointment calendar to include preparation/provision of all information and materials for briefing the Dean on meetings and events. Manages calls for the Dean from faculty, staff, students, parents, outside constituents, and the public. Demonstrates skill in setting priorities and managing sensitive issues, as well as the ability to maintain strict confidentiality in all aspects. Serve as the Dean's liaison with faculty, students, parents, professional organizations, University Offices, and the general public. Requires expertise in complex decision-making skills. Manages all aspects of domestic and foreign travel arrangements for the Dean. Manages and coordinates all travel arrangements, accommodations, meetings and contracts for faculty recruits, and other College of Information and Communications visitors. Responsible for preparing general correspondence for the Dean's signature and maintaining the Dean's office files. Maintains faculty personnel files for the Dean. Ensures that each faculty file includes a properly submitted copy of the terminal degree, as required by SACS. Includes drafting letters, emails, reports, and policies/procedures for the Dean. Serves as College's liaison to the USC Employment Office and Salary Administration. Responsible for all actions related to staff employment, e.g., position description creation and revisions, bonus and other salary adjustment requests, dual compensation, termination forms, job requisitions, etc. Manages all applications for staff positions on USC Jobs website, directs applications to person interviewing potential staff, notes status of applications online, schedules and coordinates interviews, and submits hiring documents once candidate is selected. Works with Dean and Directors to prepare official offer letters to new faculty. Responsible for onboarding faculty on the USC Jobs website. Serves as liaison to the USC International Support for Faculty and Staff Office to insure prompt processing of documents required to work in the United States. Also works with Dean and Directors to prepare and distribute offer letters to faculty who are on annual reappointment status. Receives all hiring proposals for graduate assistants and other students workers from Directors and Dean in the School of Library and Information Science, the School of Journalism and Mass Communications and the College of Information and Communications. Submits hiring details for all graduate assistants and other student workers using VIP online system for student hires. Manages annual EPMS review cycle for all staff members in the College of Information and Communications. Maintains electronic files of completed reviews and planning documents for the coming Universal Review Date. Distributes electronic copies of planning documents to each staff member and his or her supervisor with instructions on procedures and deadlines for submission of documents and new planning documents. Submits paper copies of completed evaluations to USC Employee Relations Office in a timely manner. Places paper copy of evaluation in each staff member's personnel file. Plans, implements, and manages special projects to include project manager for building maintenance and renovations.

Minimum Qualifications (Classified and Unclassified positions): 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.

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.