Administrative Assistant

POSTING INFORMATION

Internal Title

Administrative Assistant

Position Type

Classified

Faculty / Non-Faculty / Administration

Non-Faculty

Pay Band

4

Level

5

Department

Biology

Job Purpose

The Administrative Assistant works collaboratively to perform administrative, financial, records management, and student services functions for the Biology Department and Environmental and Sustainability Studies Program.

Minimum Requirements

High school diploma and at least 4 years experience in administrative and financial functions. Experience working in a higher education environment is desirable. A bachelors degree may be substituted for work experience. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Knowledge of general accounting and fiscal management principles; Experience with computer applications including Word and Excel; Good organizational skills and the ability to prioritize and coordinate a variety of management and administrative functions with competing deadlines in a timely manner; Good interpersonal, written and oral communication skills; Familiarity with Canva and Mailchimp is highly desirable Experience with Banner is desirable; Knowledge of state and federal purchasing policies is desirable; e experience creating or maintaining web content is desirable, particularly using digital tools; and the ability to support digital content creation and communications efforts alongside accounting services.

Additional Comments Regarding Position

Special Instructions to Applicants

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

All applications must be submitted online https://jobs.cofc.edu.

Salary

*$39,223 - $44,621

Posting Date

12/19/2024

Closing Date

01/13/2025

Benefits

• Insurance: Health/Dental/Vision
• Life Insurance
• Paid Leave: Sick/Annual/Parental
• Retirement
• Long Term Disability
• Paid Holidays
• Free CARTA Bus Service
• Employee Tuition Assistance Program (ETAP)
• Employee Assistance Program (EAP)
• Full Benefits Package – Click Here

Open Until Filled

No

Posting Number

2024184

EEO Statement

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

Quicklink for Posting

https://jobs.cofc.edu/postings/16268

Job Duties

Activity

1. Works collaboratively with the Biology Department Business Manager and Environmental and Sustainability Studies Program Coordinator to execute business-related duties. Assists with routine fiscal administration, pCard usage, purchasing, and accounts payable. Uses Banner, eProcure and a financial database (currently QuickBooks) to manage and record detailed transactions for several fiscal accounts and subaccounts.  Enters and receives purchase orders, tracks orders and vendor open balances, communicates with vendors and informs faculty/staff of order status, retrieves and processes invoices and payments, and submits invoices to the Controller’s Office for payment.  Understands current travel policies, assists faculty, staff, students, and visitors with travel authorizations and reimbursements, submits all necessary travel documentation for approvals and/or processing, and enters travel transactions into a database.  Prepares ad hoc reports as needed.  Researches and assigns subaccounts to monthly Banner journal entries then enters transactions into database (currently, QuickBooks). Serves as a pCard liaison. supporting efficient order and payment workflows. 30% (ENSS 2%, BIOL 28%) 

Essential or Marginal

Essential

Percent of Time

30

Activity

2. Works collaboratively with the Biology Student Services Operations Manager and under the direction of the Biology Department Chair and Environmental and Sustainability Studies Program Coordinator in course scheduling, student registrations, assignment of attributes, and maintenance of course capacities. Maintains the public facing website and the HUB (campus intranet) site. Manages social media accounts. Develops marketing and tabling materials for recruiting events. Sends communications to students regarding events and opportunities. Collects and files syllabi, CVs, and assessment materials for the Environmental and Sustainability Studies Program. Assists with events and reports for the Environmental and Sustainability Studies Program.  50%. (ENSS: 45%, BIOL 5%) 

Essential or Marginal

Essential

Percent of Time

50

Activity

3. Serves as primary office receptionist. In this capacity, greets walk-in visitors, responds to routine inquiries, handles incoming correspondence, phone calls, and email, redirects as needed for programs in the Biology Department and the Environmental and Sustainability Studies Program. Responsible for purchasing and maintaining office supplies, handles accounts/service calls for copy machines and shredding services. Arranges inbound and outbound shipments for faculty using Optifreight. Submits term Teaching Efforts (TEs) and tracks approval of TEs for Biology and Environmental and Sustainability Studies. Submits student worker contracts.   10% (ENSS: 2%, BIOL 8%) 

Essential or Marginal

Essential

Percent of Time

10

Activity

4. Coordinates activities associated with searches and recruitment of new faculty including correspondence, acknowledgements, placement of advertisements, etc. Compiles and maintains candidate files and coordinates interview schedules. Arranges travel accommodations and lodging reservations for job candidate interviews as well as other visiting faculty. Submits meal reimbursements. 5% (ENSS: 1%, BIOL 4%) 

Essential or Marginal

Essential

Percent of Time

5

Activity

5. Assists Central Stores with verification and tagging of office and other capital equipment, assists Central Stores with annual inventory inspections, prepares and maintains inventory control forms for transfer or surplus of inventory items, files department lists of all capital equipment inventory as received from Central Stores.  5% (ENSS: 0%, BIOL 5%) 

Essential or Marginal

Essential

Percent of Time

5