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Administrative Coordinator II

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University of South Carolina

US

25 days ago
full-time
degree mentioned

Job highlights

Qualification

Master’s degree and 2 years related experience in business, public administration or administrative services, or bachelor’s degree and 4 years related experience; or equivalency. Excellent interpersonal and organization skills. Ability to communicate effectively both verbally and in writing. Must possess excellent research skills with the ability to create effective and confidential materials in a fast-paced work environment. Strong Microsoft Office skills, including Word, Excel, PowerPoint, and MS Forms. Analytical. Good judgement. Strong reasoning ability. Able to manage multiple competing priorities effectively and efficiently. 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

Responsibility

Reporting to the Assistant Secretary for Business Operations, the Administrative Coordinator provides administrative support to the Secretary of the Board of Trustees to include managing the Secretary’s schedule and meeting coordination with University leadership, Trustees, and constituents; reading/proofing of documents and transcribing minutes. The Administrative Coordinator provides administrative support for the Board of Visitors, an advisory body of University ambassadors. Maintains effective professional relationships with Board and Committee members, as well as community and University leadership. The Administrative Coordinator assist in the day-to-day operations of the Board Office to include processing of invoices, submitting the Secretary’s expense reports, drafting/proofing of minutes, and uploading final minutes to the Board website. Ability to process Board requests for information and maintain ombudsman responsibilities on behalf of the Trustees and their constituents. Reporting to the Assistant Secretary of the Board of Trustees for Business Operations, the Administrative Coordinator manages the Secretary’s calendar to include coordinating the Secretary’s appointments and serving as a receptionist for the Board Office. Manages confidential correspondence and matters of sensitivity. Researches, benchmarks, analyzes data that support the presentation of regular various updates to various stakeholder groups. Secures BOT hotel reservations and travel arrangements as needed. Manages the TRUSTEES@mailbox.sc.edu email account. Orders office supplies and other general administrative support for the Office of the Board of Trustees. Maintains a master calendar of events. Provides administrative support to the Assistant Secretary with processing of invoices and processing the Secretary’s expense reports. Under the direction of the Assistant Secretary maintains support of the Board of Visitors’ web page and uploads minutes to the Board of Trustees website. Consults with BOT staff and University administrators to determine development and prioritization of agendas for assigned Board Committees in order to manage various meetings by preparing chair briefs to script and guide execution of meetings by each Committee Chair. Represents the Office of the Board of Trustees with poise, grace, professionalism, and confidentiality in all matters. Communicates, on a daily basis, both written and verbally, with diverse groups of individuals, both internally and externally, including but not limited to individual Trustees, the Office of the President, other University executives and administrators, faculty, staff, students, alumni, and parents. Responsible for determining access to the Secretary of the Board of Trustees. Responds to requests for meetings from University and System officials, along with the broader community. Prioritizes requests and determines necessity of meetings. Schedules meetings requested by (or with) the Secretary of the Board of Trustees and members of the Board of Trustees. Manages the calendars of the Secretary of the Board of Trustees and the with accuracy and discretion. Independently redirects requests to university leaders as appropriate. Researches, compiles, and organizes materials for meetings, events, and speaking engagements. Responds to inquiries and requests from internal and external sources, requests and compiles information, and follows through to completion. Under the direction of the University Secretary coordinates support for the Board of Visitors. Under the direction of the Assistant Secretary maintains Board of Visitor records, membership rosters and the Board of Visitors website. Provides a broad array of ad hoc administrative support duties as required by the Board Office. Assists the Office of Special Events with logistics. Accepts and performs other related duties and assists in special projects as assigned

Benefits

  • $54,165-$67,707
  • 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
  • Health Insurance
  • Retirement Savings

Job Description

Description

Posting Number STA00456PO24 Job Family Administrative Support Job Function Administrative Services USC Market Title Administrative Coordinator Link to USC Market Title https://uscjobs.sc.edu/titles/138369 Job Level P4 - Professional Business Title (Internal Title) Administrative Coordinator II Campus Columbia Work County Richland College/Division Board of Trustees Department Board of Trustees State Pay Band 6 Approved Starting Salary 54,165 Advertised Salary Range $54,165-$67,707 Location of Vacancy Part/Full Time Full Time Hours per Week 37.5 Work Schedule Monday-Friday, 8:30am-5:00pm 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 Board of Trustees Office at the University of South is seeking to hire an Administrative Coordinator to join our team. Reporting to the Assistant Secretary for Business Operations, the Administrative Coordinator provides administrative support to the Secretary of the Board of Trustees to include managing the Secretary’s schedule and meeting coordination with University leadership, Trustees, and constituents; reading/proofing of documents and transcribing minutes. Provides administrative support for the Office of the Board of Trustees. The Board of Trustees is the governing body of the University of South Carolina. The Board’s fiduciary duties include hiring the President of the University of South Carolina, along with making policy decisions that affect the entire University of South Carolina System. The Administrative Coordinator provides administrative support for the Board of Visitors, an advisory body of University ambassadors. Maintains effective professional relationships with Board and Committee members, as well as community and University leadership. The Administrative Coordinator assist in the day-to-day operations of the Board Office to include processing of invoices, submitting the Secretary’s expense reports, drafting/proofing of minutes, and uploading final minutes to the Board website. Minimum Qualifications Master’s degree and 2 years related experience in business, public administration or administrative services, or bachelor’s degree and 4 years related experience; or equivalency. Preferred Qualifications Knowledge/Skills/Abilities Excellent interpersonal and organization skills. Ability to communicate effectively both verbally and in writing. Must possess excellent research skills with the ability to create effective and confidential materials in a fast-paced work environment. Ability to process Board requests for information and maintain ombudsman responsibilities on behalf of the Trustees and their constituents. Ability to maintain positive relationships with Trustees, University administrators, faculty, staff and students, as well as external constituent groups and organizations. Strong Microsoft Office skills, including Word, Excel, PowerPoint, and MS Forms. Analytical. Good judgement. Strong reasoning ability. Able to manage multiple competing priorities effectively and efficiently. Job Duties Job Duty Reporting to the Assistant Secretary of the Board of Trustees for Business Operations, the Administrative Coordinator manages the Secretary’s calendar to include coordinating the Secretary’s appointments and serving as a receptionist for the Board Office. Manages confidential correspondence and matters of sensitivity. Researches, benchmarks, analyzes data that support the presentation of regular various updates to various stakeholder groups. Secures BOT hotel reservations and travel arrangements as needed. Manages the TRUSTEES@mailbox.sc.edu email account. Orders office supplies and other general administrative support for the Office of the Board of Trustees. Maintains a master calendar of events. Provides administrative support to the Assistant Secretary with processing of invoices and processing the Secretary’s expense reports. Under the direction of the Assistant Secretary maintains support of the Board of Visitors’ web page and uploads minutes to the Board of Trustees website. Essential Function Yes Percentage of Time 30 Job Duty Provide administrative support to the Board Office by transcribing meeting minutes along with reading and/or proofing documents. Responsible for upload minutes to the Board of Trustees website. Essential Function Yes Percentage of Time 25 Job Duty Consults with BOT staff and University administrators to determine development and prioritization of agendas for assigned Board Committees in order to manage various meetings by preparing chair briefs to script and guide execution of meetings by each Committee Chair. Essential Function Yes Percentage of Time 10 Job Duty Acts as the Receptionist for the Office of the Board of Trustees. Represents the Office of the Board of Trustees with poise, grace, professionalism, and confidentiality in all matters. Communicates, on a daily basis, both written and verbally, with diverse groups of individuals, both internally and externally, including but not limited to individual Trustees, the Office of the President, other University executives and administrators, faculty, staff, students, alumni, and parents. Responsible for determining access to the Secretary of the Board of Trustees. Responds to requests for meetings from University and System officials, along with the broader community. Prioritizes requests and determines necessity of meetings. Schedules meetings requested by (or with) the Secretary of the Board of Trustees and members of the Board of Trustees. Manages the calendars of the Secretary of the Board of Trustees and the with accuracy and discretion. Independently redirects requests to university leaders as appropriate. Researches, compiles, and organizes materials for meetings, events, and speaking engagements. Responds to inquiries and requests from internal and external sources, requests and compiles information, and follows through to completion. Essential Function Yes Percentage of Time 20 Job Duty Under the direction of the University Secretary coordinates support for the Board of Visitors. Under the direction of the Assistant Secretary maintains Board of Visitor records, membership rosters and the Board of Visitors website. Provides a broad array of ad hoc administrative support duties as required by the Board Office. Assists the Office of Special Events with logistics. Essential Function Yes Percentage of Time 10 Job Duty Accepts and performs other related duties and assists in special projects as assigned. Essential Function No 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 Essential Posting Detail Information Number of Vacancies 1 Desired Start Date Job Open Date 06/10/2024 Job Close Date 07/10/2024 Open Until Filled No Special Instructions to Applicant 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 July 10, 2024. Quicklink for Posting https://uscjobs.sc.edu/postings/169689 EEO Statement The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.