Administrative Assistant

Administrative Assistant

Full Time

JR-10533

Serves as the department procurement coordinator and department purchaser to coordinate departmental travel and purchasing as approved by the Chair. Performs a variety of administrative support and advanced office duties. Assists professional advising and administrative tasks related to the department's graduate programs. Performs other duties as assigned.

• 10% - Other Duties as Assigned:
  Works closely with and as directed by the Department Chair and Administrative Coordinator/Office Manager to complete various tasks that inevitably arise, including, but not limited to, the successful completion of department functions and event planning (e.g., awards ceremonies, departmental retreats, Social Media Week and other conferences, public relations, marketing). Advises faculty on relevant state and university policies regarding event planning.
  
  Works with faculty to plan events that meet their needs as well as state and contractual requirements.
• 20% - Administrative and Advising Assistant for Graduate Programs:
  Works closely with the Department Chair, Student Services Coordinator, Graduate Programs Coordinator, and Administrative Coordinator to ensure smooth functioning of both program and student support to navigate successfully through the process of admissions, filing, and following programmatic plan of study, and graduation.
• 25% - Procurement Coordinator:
  Assists the college business office with coordination of procurement on behalf of the department according to procurement services guidelines. Maintains accurate records of all purchases and coordinates with the college business office and departmental administrative staff to ensure all purchasing records are accurately recorded in financial statements and reconciliations. Works with department centers, such as the Social Media Listening Center, Media Forensics Hub, and Tiger Student Media to record and manages purchases.
  
  Compiles receipts, invoices, and other documentation for fiscal transactions. Advises on fiscal policy and procedures. Prepares deposits when required. Manages work on credit card payments for the selected department. Manages procurement according to State policy and procedures. Complies with Clemson University's procurement policies.
• 25% - Department Purchaser:
  Coordinates departmental purchasing as approved by the Chair. Purchases and receives consumable supplies for the department. Works closely with the faculty and the Chair to make needed purchases using several means of procurement. Assists the faculty, candidates, guests, or students with travel as they submit requests. Coordinates travel arrangements for students and guests. Pays pre-approved expenses. Submits reimbursements with proper documentation.
  
  Coordinates proper documentation of Non-Travel Reimbursements with department faculty, staff, or students, for expenses not related to travel and approved by the Chair. Serves as primary P-card holder for the department. Maintains and orders office supplies and equipment.
• 20% - Office Assistant:
  Acts as the primary, front-facing contact for the department. Manages all incoming queries from internal and external constituents through the department phone (including voicemail messages), email, and in-person encounters. Manages department copiers, maintains equipment inventory for the department, submits facility work orders and IT service request orders as needed for the department. Maintains adequate office supplies. Serves as backup for the Administrative Coordinator and Student Services Coordinator.
  
  Performs a variety of administrative support and advanced office duties as assigned. Assists the Department Chair, Administrative Coordinator, and department faculty.

AA75

Regular FTE Staff

A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.

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

Not responsible for supervising employees.

No fiscal responsibility for the department's budget.

Communicate, converse, give direction, express oneself: 40% Walk or move about: 20% Sit (stationary position) for prolonged period: 40%

None: %

Standard

Hours:

37.5

Expected Salary Range

N/A - N/A

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

Normal Operations - Required to follow emergency facility closure and modified operations directives, and not normally expected to work on-site during emergency situations.

Clemson, SC