Executive Assistant to the Dean for College of Education, Human Performance, and Health
- Spartanburg, SC
- $41,258-52,000 per year
- Permanent
- Full-time
University of South Carolina Upstate
STA00731PO25
Spartanburg, SCThe Executive Assistant to the Dean for College of Education, Human Performance, and Health (CoEHPH) coordinate the daily and recurring operations of the College under the direct supervision of the Dean; maintains knowledge and applies the policies and procedures of the College; serves as primary contact of the College to students, faculty, staff, and the public.
Job Related Minimum Required Education and ExperienceTypically holds a high school diploma or GED. Requires 2 or more years of job related experience.
Required Certification, Licensure/Other Credentials
Preferred QualificationsBachelor's degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency.Knowledge/Skills/AbilitiesSuccessful background check is required. Apply policies, balance priorities, and work with limited supervision in the carrying out internal working procedures. Utilize software applications at a high level of efficiency and effectiveness (PeopleSoft, PeopleAdmin, Banner, Microsoft Office Suite, Adobe Acrobat/Adobe Reader); plan and prioritize tasks on multiple schedules and calendars; locate and utilize resources independently and proactively. Maintain confidentiality and interact in a positive manner with students, faculty, other University departments, and the public. Possess a high level of organization, attention to detail, and regular attendance.Job DutiesJob DutyExecutes extensive duties associated with the administration and management of the Dean's office requiring high levels of organization, discretion, and personal responsibility with little or no supervision. Provides administrative assistance to the Dean of CoEHPH and the Associate Dean of CoEHPH, and the CoEHPH Department Chairs including prioritizing scheduling appointments and meetings, handling phone calls, meeting preparation, attending meetings and taking meeting notes, preparing travel documents, reimbursements, and clerical assistance. Prepares work requests for CoEHPH for general safety and maintenance, computer and telephone issues, and key requests. Reserves rooms (computer lab, classroom space, and conference room) each fall, spring, and summer.Essential Function Yes
Percentage of Time 25
Job DutyPrepare pay documents for the CoEHPH full-time and part-time faculty, student teacher supervisors, and staff. Prepare pay rosters for Fall, Spring and Summer sessions. Maintain personnel files for CoEHPH employees. Administer the hiring process for new full-time and part-time faculty and staff positions; set up all candidate files and database; complete travel reimbursements for candidates. Maintain the updated CoEHPH directory. Ensure all new employees have their equipment and onboarding materials on their start date.Essential Function Yes
Percentage of Time 20
Job DutyProcess all financial transactions for the CoEHPH including, but not limited to making p-card purchases, processing invoices, travel requests/TAPs, and reimbursements; coordinates various purchasing and printing documents to ensure timely and accurate financial and administrative operations.Essential Function Yes
Percentage of Time 15
Job DutyCoordinates the operations of the CoEHPH office coordinating job responsibilities for the CoEHPH office staff. Coordinates Administrative Assistants for the CoEHPH, part-time employees, and student workers. Provides back up support for the departments when needed.Essential Function Yes
Percentage of Time 10
Job DutyMonitors compliance with annual budget. Monitor multiple budgets under the umbrella of the CoEHPH. Consult with program personnel regarding the availability of funds and preparation of funding requests. Initiate, process, and maintain records of requisitions, payment requests, travel authorizations, travel reimbursements in PeopleSoft. Assist faculty with TAPS applications and reimbursements. Assist the Dean with budget reports and budget planning.Essential Function Yes
Percentage of Time 10
Job DutyCoordinate with all the CoEHPH event planning and administration. Duties include but are not limited to creating marketing materials, tracking registration/enrollments, setting up displays, keeping record of which faculty attend, and preparing pay documents for attending faculty when required. Assists faculty with room reservations, event scheduling and planning, and ordering catering when needed.Essential Function Yes
Percentage of Time 10
Job DutyProvides assistance to the CoEHPH through the acceptance of various administrative duties of office operations. Coordinate undergraduate MOU Process. Coordinate incoming and outgoing correspondence and files. Composes correspondence and types all confidential correspondence as instructed. Receives and screens phone calls-answers pertinent questions or routes calls to proper person. Serves as a liaison-interacts with other departments on campus, staff/faculty, students and the general public in a professional manner. Monitors student assistants.Essential Function Yes
Percentage of Time 5
Job DutyOther duties as needed.Essential Function Yes
Percentage of Time 5Position AttributesEmployees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR 1.95 Drug and Alcohol Testing. Safety Sensitive or Security Sensitive No
Hazardous weather category Non-Essential