Administrative Assistant

Job description

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 ([email protected]) 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.




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Job No:
Posted: 12/22/2018
Application Due: 12/22/2019
Work Type: