Executive Assistant to the Vice Dean

Company : University Of South Carolina

Job Type : Full Time

Richland, Sc

Number of Applicants

:

000+

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Job Description - Executive Assistant to the Vice Dean

Executive Assistant to the Vice Dean Location Richland, SC : Posting Number STA01203PO23 Job Family Administrative Support Job Function Administrative Services USC Market Title Administrative Coordinator Link to USC Market Title Job Level P3 - Professional Business Title (Internal Title) Executive Assistant to the Vice Dean Campus Columbia Work County Richland College/Division College of Arts and Sciences Department CAS College of Arts and Sciences State Pay Band 6 Approved Starting Salary $49,396 Advertised Salary Range $49,396 - $74,094 Location of Vacancy Part/Full Time Full Time Hours per Week 37.5 Work Schedule Monday through Friday from 8:30am to 5:00pm, with one hour for lunch. May be required to work outside of normal work schedule as needed. Structured hybrid option (in office and remotely) available after 90 days, and is contingent upon performance. Basis 12 months Job Search Category Administrative About USC About University of South Carolina From the Upstate to the Lowcountry, the University of South Carolina system is transforming the lives of South Carolinians through the impact of our eight institutions and 20 locations throughout the state. More than 50,000 students are enrolled at one of eight institutions, including the research campus in Columbia and comprehensive four-year universities in Aiken, Upstate and Beaufort. In addition, our Palmetto College campuses in Salkehatchie, Union, Lancaster and Sumter enable students to earn associate or bachelor's degrees through a combination of in-person, online or blended learning. All of our system institutions place strong emphasis on service — helping to build healthier, more educated communities in South Carolina and beyond. Inclusive Excellence Statement At the University of South Carolina, we strive to cultivate an inclusive environment that is open, welcoming, and supportive of individuals of all backgrounds. We recognize diversity in our workforce is essential to providing academic excellence and critical to our sustainability. The University is committed to eliminating barriers created by institutional discrimination through accountability and continuous process improvement. We celebrate the diverse voices, perspectives, and experiences of our employees. Benefits for FTE Positions The University of South Carolina (USC), through the State of SC and Public Employee Benefit Authority (PEBA), offers employees a valuable benefits package, including health and life insurance, generous paid leave and retirement programs. To learn more about USC benefits, access the About Benefits section on the Applicant Portal at uscjobs.sc.edu. Position Description Advertised Job Summary The Executive Assistant to the Vice Dean provides advanced administrative and strategic support. The position will be responsible for, but not limited to, managing, planning and coordinating a variety of duties related to scheduling, internal and external correspondence and communication, collection and dissemination of information, organization of hiring activities, data analysis and extraction, travel planning, and Vice Dean Initiatives. Minimum Qualifications Bachelor's degree and 3 or more years of experience, which may be substituted by equivalent combination of certification, training, education, and/or experience. An equivalency may include an Associate's degree and 5 years of relevant experience, or a High School diploma and 7 years of relevant experience. Preferred Qualifications Bachelor's degree and 5 more years of experience, which may be substituted by equivalent combination of certification, training, education, and/or experience. An equivalency may include an Associate's degree and 7 years of relevant experience, or a High School diploma and 9 years of relevant experience. Diversity, equity and inclusion event planning, project management and communications experience preferred. General office and/or University of South Carolina experience. Knowledge/Skills/Abilities Proficient in Microsoft Word, Excel, and other software or database management systems. Experienced in Google suite, Outlook and virtual meeting platforms such as Zoom or Teams. Strong organizational, strategic problem-solving, and project management skills. Ability to work with sensitive information and maintain confidentiality. Detail-oriented with excellent written, oral, and interpersonal communication skills. Experience in developing and managing budgets. Ability to work in fast-paced environment. Knowledge of office procedures, practices and equipment. Ability to understand university policies and procedures that pertain to the position. Demonstrated ability to handle multiple projects and tasks simultaneously, exercise good judgement, set priorities, take initiative and meet deadlines. Present oneself in a professional manner, as defined by engaging with University students, faculty, staff, alumni, parents and community members in a manner that is respectful and courteous, with knowledgeable communication and competent operation. Attire is expected to be suitable for the duties of the day such as daily operation, event set-up, and/or attending formal events. Excellent interpersonal skills to interact with a variety of constituents and in a collegial team environment. Job Duties Job Duty Administrative Coordination: Provide general administrative support to the Vice Dean, including management of the Vice Dean's calendar; appointment and meeting scheduling, ensuring calendar appointments remain updated and deadlines are communicated; managing itineraries and agendas; travel arrangements and meeting logistics for domestic and international travel; responding to calls and emails from internal and external constituencies; managing and updating listservs; researching and collecting needed information for presentations with various stakeholders, including senior administrators, CAS Board of Visitors, and/or USC Board of Trustees, creating Excel reports related to Vice Dean responsibilities of communicating institutional benchmarking, retention and recruitment trends, and anticipated cultural climate projections; generating written correspondence or public statements for internal and external groups, including media outlets to be finalized by the Vice Dean. Maintain and utilize confidential filing system and records to assure availability and effective authorized access to information. As needed, represents the Vice Dean by welcoming and interacting with visitors. Exercise judgment and independent initiative; handle time sensitive matters that require concise problem-solving and confidentiality. Maintain office supply and promotional items inventory. Essential Function Yes Percentage of Time 30 Job Duty Logistics & Operations: Manages logistics for virtual and in-person meetings. These duties include, but are not limited to, scheduling and coordinating space and catering needs, creating meeting agendas, tracking attendance, taking meeting minutes, compiling data updates for presentations and reports, and providing tech/AV support. Correspond with and confirm guest speakers and track registrations. Provide direct administrative support for signature programs, initiatives, special projects and various Vice Dean initiatives. Coordinate hiring plans for the College of Arts and Sciences. Review submissions, prepare summary spreadsheet (unit, position, disciplines, costs, etc.), and manage notebook preparation and dissemination. Essential Function Yes Percentage of Time 20 Job Duty Event Support & Website Management: Support planning and execution for signature events. Support includes crafting language for program publicity materials, assisting with the management of invitations, guests lists, nametags, event materials, catering, room reservations, parking, technology needs, etc., as needed. Manage initiative webpages and make minor edits as needed in partnership with CAS Communications Office. Assist designated event coordinator and CAS Communications with the development of an event communications plan and send announcements to appropriate listservs. Will be required to occasionally work nights, weekends, and flexible schedule, as needed based on events and programs. Essential Function Yes Percentage of Time 15 Job Duty Budget Management: Works closely with the CAS Budget Office to manage financial transactions. Serve as liaison with other university offices such as Purchasing, Travel, the Controller's Office and the Ed Foundation. Responsible for processing payment requests, purchase requisitions (as needed), invoices and purchase orders, honoraria, and completing Requests for Disbursement with the Educational Foundation, in addition to reconciling procurement card(s), creating expense reports, and travel authorizations. Provides assistance and guidance to the Vice Dean ensuring compliance with federal, state, and University policies and procedures. Essential Function Yes Percentage of Time 20 Job Duty Professional Development: Actively engage in on-going professional development to enhance administrative proficiency and interpersonal relationships. Essential Function Yes Percentage of Time 10 Job Duty Contribute to the overall success of the College of Arts and Sciences by performing additional duties and responsibilities as assigned. May need to serve as backup to the Executive Assistant to the Dean/Office Manager, supporting the Dean as necessary. Essential Function Yes Percentage of Time 5 Position Attributes Employees 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 Posting Detail Information Number of Vacancies 1 Desired Start Date Job Open Date 09/26/2023 Job Close Date 03/10/2024 Open Until Filled No Special Instructions to Applicant This posting is a re-advertisement. Applications previously submitted are still being considered. Previous applicants do not need to reapply. Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email. We are only accepting applications submitted by March 10, 2024. The University of South Carolina offers a valuable benefits package including but not limited to:
Health and Life Insurance
Retirement Programs
Paid Tuition
Dependent Scholarships
Annual Leave
Sick Leave
13 Paid Holidays (including an extended December holiday)
Paid Parental Leave
Professional Development Opportunities
Click here to learn more about why you should work at USC. Quicklink for Posting EEO Statement The University of South Carolina does not discriminate in educational or employment opportunities on the basis of race, sex, gender, gender identity, transgender status, age, color, religion, national origin, disability, sexual orientation, genetics, protected veteran status, pregnancy, childbirth or related medical conditions.

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