Executive Assistant & Office Manager

Executive Assistant & Office Manager

Full Time

Performs a wide range of complex, administrative tasks and executive support functions for the Associate Provost and Dean of Undergraduate Learning. Serves as Office Manager for the Division of Undergraduate Learning. Performs other duties as assigned.

40% - Executive Assistance:
Performs complex, administrative tasks and executive support functions for the Associate Provost & Dean of Undergraduate Learning and the Associate Deans. Provides project management support for select initiatives led by the deans. Coordinates the deans' schedules, meetings, travel arrangements, and reimbursements. Prepares correspondence, reports, and other official documents on the deans' behalf. Responds to escalated inquiries, providing accurate information while protecting the department and University.

Ensures relevant policies and procedures are followed and applied.

30% - Office Management:
Oversees office operations, space allocation, reception area, and student employees. Provides backup for the front desk ensuring that visitors are welcomed and informed. Approves purchases of office supplies and IT equipment. Maintains documentation and reports supporting office functions. Acts as lead timekeeper and serves as an HR/Payroll liaison. Prepares HR/employment action forms/requests, ensuring appropriate signatures and approvals are captured. Ensures all University, State, and Federal procedures are followed on hiring.

Maintains personnel files and monitors leave reports. Serves on the EOC. Serves as backup BSC and collaborates with the BSC to ensure building is safe, secure, cleaned, and in good repair.

10% - Meeting Coordination:
Coordinates and schedules meetings for the division and for critical committees and councils under the purview of Undergraduate Learning (including but not limited to the University Curriculum Committee and the Council of Undergraduate Learning). Coordinates and prepares agendas, takes minutes, and maintains division files and meeting records in compliance with University Records and Retention Policy. Compiles and maintains membership rosters and records.

10% - General Administrative Support:
Provides general administrative support for the Bridge to Clemson program, Summer Programs, an Director of Assessment.

10% - Fiscal Support:
Supports the division's Business Manager by performing reconciliations, using the procurement system to order supplies and pay invoices, maintain update Data Asset Tracking system, and serve as the purchasing card delegate as needed. Serves as backup for the Division's Business Manager when needed.

AH15

Regular FTE Staff

A high school diploma and relevant experience in business management, public administration or administrative services. A bachelor's degree may be substituted for required work experience.

Comprehensive knowledge of theories, concepts and practices and ability to use in complex, difficult and/or unprecedented situations.

Manages work of others including hiring, terminating, training and developing, providing constructive feedback, establishing and reviewing employee complaints, recommending rewards and recognition and administering corrective action for staff. Plans organizational structure and job content.

Doesn't provide input but is responsible for monitoring the departmental budget and may manage fund allocation over $

Move, transport, raise or lower 30lbs or less: % Perceive, observe, clarity of vision: % Recognize or inspect visually: % Communicate, converse, give direction, express oneself: 100% Position self to accomplish task (i.e. stoop, kneel, crawl): 5% Ascend or descend (i.e. stairs, ladder): 5% Walk or move about: 100% Sit (stationary position) for prolonged period: 100%

None: %

Standard

Hours:

37.5

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Salary is dependent upon several factors including, but not limited to, a candidate's previous experience, knowledge, skills and performance in accordance…