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Administrative Assistant

Employer
University of South Carolina
Location
USC Columbia, SC

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Administrative Jobs
Academic Affairs
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Internal Title: Reception Coordinator

Posting Number: STA01461PO18

College/Division: Division of Student Affairs and Academic Support

Department: SAAS Career Center

Advertised Salary Range: $26,988-$30,000

Part/Full-time: Full Time

Job Search Category: Administrative

Advertised Job Summary: Serve as Career Center Reception Coordinator. A significant component of this role involves processing employment documentation for all student employees (graduate assistants, office assistants, peer staff, interns, and temporary student employees), and supervision and direction of a team of 5+ undergraduate student office assistants in providing exceptional customer service and administrative support to the office. Maintaining accuracy and confidentiality of client records and financial information is essential. Manage visitor traffic and materials in the Career Center Resource Room. A successful candidate will have the following: a professional image, strong verbal and written communication skills, attention to detail, and excellent customer service skills. Duties include: STUDENT SUPERVISION (30%): - Recruit, interview and select student candidates for the office assistant role. - Develop office assistant work schedule to ensure adequate coverage of the front desk. - Provide initial and ongoing training for office assistants. Model/demonstrate professionalism and proactive engagement with customers. - Conduct daily review of staff requests for office assistant help with projects. Appropriately assign projects to office assistants and monitor and evaluate task completion and performance. - Provide daily supervision of the office assistants who are responsible for a) staffing the front desk, b) greeting all visitors (students/alumni, employers, faculty and administrators), c) serving as the initial telephone contact for all incoming calls to the front desk, d) assessing and determining initial client needs, e) responding to inquiries regarding Career Center staff and services, f) routing visitors and/or phone inquiries to appropriate staff, and g) scheduling appointments. - Conduct weekly supervision meetings with each office assistant and a performance review of each office assistant at the completion of each semester. ADMINISTRATIVE (25%) - Process hiring/payroll paperwork for all student employees within the Career Center, including graduate assistants, undergraduate office assistants, peer career ambassadors, interns, and temporary student staff. - Maintain daily neatness and order of Career Center Resource Room, Classroom and Conference Room. CUSTOMER SERVICE (25%): - Perform intake inquiry with student/alumni visitors during drop-in hours to direct them to Career Center resources and events while they are waiting to be seen by career development staff. Cross sell services visitors may not know to ask about. - In the absence of office assistants, perform all Office Assistant duties. - Monitor central Career Center email account (career@sc.edu) daily. Respond appropriately or forward messages to others as needed. - Distribute instructions to clients (individuals or groups) who take SII &/or MBTI assessment instruments online. - Manage and file requests for reciprocity. STAFF SUPPORT (10%) - Coordinate daily drop-in coverage schedule, managing staff swaps as needed. - Download and compile SII &/or MBTI assessment results for career development staff to use in individual interpretation appointments, as well as group workshops. - Monitor alumni requests for Handshake account access, verifying alumni status via USC databases. - Post Career Center events on the Career Center's online website calendar and in the Handshake events database for staff. - Respond to staff requests to schedule room reservations (internal and external) as needed. - Prepare outgoing and accept/distribute incoming mail. FINANCIAL/PROCUREMENT (10%): - Monitor and track handout supply, placing printing orders as needed. - Track financial transactions related to student/alumni fee-based services using Banner Marketplace. OTHER (5%): - Assist with Job fairs and other Career Center-wide events as needed. - Participate in staff meetings, team/department meetings and committee meetings. - Other duties as assigned.

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.

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, protected veteran status or genetics.

Organization

Working at University of South Carolina

With more than 200 years of history and tradition, the University of South Carolina is redefining itself for decades to come. There's never been a better time to be at South Carolina, the state's flagship university and one of only 62 public universities to receive the Carnegie Foundation's highest designation for research.

The University is located in the heart of South Carolina in the capital city of Columbia, which is the nexus of government, a thriving arts and culture center, a venue for big-time Southeastern Conference intercollegiate athletics, and a community that is reinventing itself with redevelopment projects citywide. Much of the development is tied to land along the scenic, slow-moving Congaree River. Working with government, business, and community leaders, Carolina has developed a unified plan that will allow the University to expand from its origins on the historic Horseshoe to its future-Innovista, a research and innovation district that will stretch to the banks of the Congaree.

Innovista represents a new vision for research by creating a vibrant, urban community where students and researchers, including those from private firms, will live, work, learn, and play. Innovista will represent the University's four core research areas-hydrogen fuel cells, nanoscience and technology, biomedical and public health, and the environment-but will include other initiatives and business partners that serve the knowledge economy. Innovista's first private tenant, for example, is a leader in software applications for the insurance industry and will create several hundred high-paying jobs.

By attracting similar companies and jobs-and by capitalizing on an attractive location for restaurants and residential and retail space-Innovista will help drive the economy and increase per-capita income in the city and state. Recreational space will include a world-class waterfront park along the Congaree River and a new stadium for the Gamecocks' nationally ranked baseball program. Greenway paths for biking, walking, and running already line much of the river area. Innovista's 8 million square feet will blend seamlessly with the Vista, the city's nearby entertainment district of restaurants, bars, shops, and art galleries.

Chartered in 1801, Carolina began classes in 1805 with nine students and a single building, Rutledge College. As the campus grew and buildings were added during the next 50 years, a horseshoe layout was adopted. Today, the Horseshoe is on the National Register of Historic Places, with 10 of its 11 buildings dating to the 19th century. Those renovated buildings house, among other areas, the South Carolina Honors College and Undergraduate Admissions, representing much of the University's current and future lifeblood.

In fact, incoming freshman classes have never been larger or more competitive. The freshmen from fall 2006 set records for their size (more than 3,700) and SAT scores (1171 average). Freshmen enrolling in the Honors College had average SAT scores of 1398. Members of the University's prestigious scholarship programs, Carolina Scholars for in-state students and McNair Scholars for out-of-state students, had average scores of 1449 and 1477, respectively. Total enrollment at Carolina for undergraduates and graduates is more than 27,300, with some 350 degree programs to choose from. Since 1994, Carolina students have earned more than $9.9 million in prestigious national scholarships such as the Goldwater, Truman, Rhodes, and NSF scholarships and the Fulbright Fellowships.

South Carolina's student body is diverse. In fact, Carolina was recently recognized as the state flagship university with the highest percentage of African-American student enrollment in the nation. Research by the Journal of Blacks in Higher Education shows African-American students made up 14.7 percent of enrollment in 2004, the latest year available. The JBHE also ranks Carolina eighth in the nation in percentage of African-American faculty at a state flagship university with 4.3 percent.

The University's faculty garnered a record $173.3 million in federal, state, and private funding for research, outreach, and training programs in 2005-06, and several key hiring plans will introduce more talent and expertise to the faculty ranks. An aggressive campus building master plan and the faculty recruiting initiatives will change the collective face of the University and the faces of many of its key teachers and researchers.

South Carolina is recruiting world-class faculty to be endowed chairs-and change agents-for a series of "research centers of economic excellence" in areas such as nanoelectronics, polymer nanocomposites, brain imaging, regenerative medicine, cancer therapeutics, drug discovery, vision research, hydrogen fuel cells, and travel and tourism technology. These centers, some in collaboration with other state research universities and health and hospital systems, are funded with $30 million annually in state lottery money, as well as private matching money. Carolina is in the midst of a faculty recruitment plan to hire 600 new members. The Faculty Excellence Initiative is recruiting 150 faculty, many in interdisciplinary clusters of emphasis, while the Centenary Plan will recruit 100 elite research faculty to lead the University's core initiatives. Additionally, 350 faculty will be hired across disciplines to replace retirees over the next few years.

The University has forged a number of international collaborations in research, and the University's global connections are also strong in academics, particularly in international business. U.S. News & World Report has consistently ranked the Moore School of Business best in the nation for its undergraduate and graduate programs in international business; the undergraduate program is No. 1 for the 10th consecutive time, while the graduate program is No. 1 among public universities for the 18th consecutive year and No. 2 overall, continuing a streak of 18 years with a top-two overall ranking.

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