Assistant to the Department Chair

University of South Carolina

  • Columbia, SC
  • $41,258-51,572 per year
  • Permanent
  • Full-time
  • 30 days ago
Advertised Job SummaryThe Administrative Coordinator I provides executive level support to the Chair of the Department of Psychology, while also being responsible for planning, coordinating, and providing administrative support to the department's faculty, staff, and students. Manages the front office duties to include greeting visitors, answering phone lines, distributing department mail, maintaining keys for the building, copy or scan requests, coordinating facilities requests, and other general office duties. Provides exceptional customer service to faculty, staff, students, visitors, and callers.
Job Related Minimum Required Education and ExperienceRequires a bachelor's degree in a job related field and 1 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and/or experience.
Required Certification, Licensure/Other Credentials
Preferred QualificationsExperience with Excel, including creating and maintaining spreadsheets and reports. Experience with updating web pages. Knowledge of or ability to learn USC Policies and Procedures. Familiarity with APA formatting, letter and memo writing.
Knowledge/Skills/Abilities
  • Excellent customer service skills.
  • Excellent written and oral communication skills.
  • Knowledge and experience with MS Word operating systems and technical experience updating web pages.
  • Ability to interpret and apply University policies and procedures.
Job DutiesJob DutyProviding executive level support, serves as Assistant to the Chair and assists the Chair by coordinating correspondence with faculty, staff, and graduate students as necessary.
Essential Function Yes
Percentage of Time 10
Job DutyOversees the majority of the department's copying requests. Completes or delegates copying request as directed by faculty, graduate students, and staff. Scans materials when requested for online distribution. Secures all examinations until picked up by faculty and/or teaching assistants. Assist users with the various functions of the copier. Maintain copy and FAX machines by ordering supplies allowing ample time for delivery and calling for service and maintenance when needed. Maintains a file of course syllabi, requesting copies from faculty who prepare their own materials.
Essential Function Yes
Percentage of Time 10
Job DutyManages front office administrative duties to include greeting visitors and assisting accordingly; answering the telephone line for the department of Psychology and routing incoming calls as necessary; distributing the department mail; placing incoming faxes in recipient's mailbox; and notifying faculty or staff when packages arrive that are too large for mailboxes and when overnight packages arrive. Keeps department directories up to date and free of errors. Assigns mailboxes for incoming faculty and graduate students prior to the start of the Fall semester and maintains an accurate listing of keys assigned to faculty, graduate & undergraduate students, and staff. Maintain a sufficient inventory of keys on hand at all times. Responsible for opening the building by 8:30am each work day.
Essential Function Yes
Percentage of Time 15
Job DutyCoordinates the processing of Course Evaluations at the end of each semester. Download all course evaluations, de-identify them, and upload them in the relevant course evaluation folder on Blackboard. Manage and send related course evaluations to faculty when requested. Assists with the coordination and scheduling of Peer Evaluations for faculty. (The evaluation reports are used for Tenure and Promotion and other Department reports. Distribute course evaluations to faculty preparing for Third Year Review, Tenure and Promotion and Post Tenure review.) Assists nominees, Chair, and Awards Committee as it pertains to Faculty and Awards. Assists with collecting annual activity reports from all faculty and supporting the Department Chair in completing annual performance evaluations.
Essential Function Yes
Percentage of Time 15
Job DutyLog all new equipment onto the inventory list including the name of who has the equipment and where the equipment is located, and forward information to the business manager. Coordinate the purchasing of supplies and equipment for the department in Barnwell, etc., to include purchases made with grant funds. Notify person placing the order when order is completed or when delays occur. Manage building maintenance and work requests for the department and serve as liaison with building coordinators and the Facilities Department. Ensure that Barnwell College maintains a presentable appearance by keeping all areas clean and organized.
Essential Function Yes
Percentage of Time 15
Job DutyProvide administrative support to the Human Resources Representative as it pertains to the faculty search and staff hiring processes, to include maintaining candidate files, candidate itineraries, coordinating interview schedules and collecting receipts (NTT and TT Faculty), drafting and sending correspondence, etc. Facilitates the activities for tenure and promotion review of faculty. Prepares correspondence for Department Chair following the T&P calendar, working closely with the HR Rep. Sends correspondence and supporting material to external reviewers. In coordination with the HR Rep, works with faculty to ensure materials for tenure and/or promotion, third year review, and post-tenure review are submitted in compliance with university guidelines. Assists the Chair with the Faculty review process and annual reports. Assists the Executive Committee with the evaluation of the Chair.
Essential Function Yes
Percentage of Time 15
Job DutyFollows and ensures compliance with federal, state and university policies and procedures. Contribute to the overall success of the College of Arts and Sciences by performing all other duties and responsibilities as assigned.
Essential Function Yes
Percentage of Time 5
Job DutyProvides high level administrative support to the Department of Psychology. Duties include, but are not limited to, maintaining departmental calendars (meetings, deadlines, report due dates, etc.); managing conference room reservations; coordinating Faculty meetings and departmental committee meetings; managing and updating departmental emergency contact information; and ordering business cards for faculty and staff. Handles correspondence (Thank You notes, etc.) as it pertains to donations/development. Creates department newsletter, serves as the department's UofSC News Liaison, and ensures the department website is up-to-date. Coordinates departmental seminars to include announcements (guest speakers and all in-house seminars), refreshments, meals, and travel. Collects seminar receipts (lunches, dinners, and travel) for the Business Manager. Communicates and organizes the collection of purchasing card paperwork for the department to provide to the Business Manager.
Essential Function Yes
Percentage of Time 15Position 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

University of South Carolina