Administrative Assistant

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Job Title:

Administrative Assistant

Job Family:

Administrative Support

Full-Time/Part-Time:

Full time

Compensation Grade:

4H

Pay Type:

Hourly

Department:

OLLI

Job Summary:

The Osher Lifelong Learning Institute (OLLI) at Furman University provides courses, social opportunities, travel, and other enrichment programs for senior adults in the Greenville area. The small staff is supported by a large group of volunteers. OLLI@Furman is one of the largest programs of its kind in the US. The Department Assistant is responsible for providing general administrative support to all operations and staff members of OLLI and reports to the Director of OLLI.

Work includes but is not limited to: keeping the OLLI office and Herring Center running smoothly; working with a large population of retired people; managing volunteers; working with an online course registration system; updating lists and Excel sheets; receiving visitors and callers; ordering office supplies; creating documents and correspondence; and hiring and managing student workers.

Job Description:

Key Responsibilities:

• Foster a culture of excellent customer service to all who call, write, and visit the OLLI office.

• Train and Manage office volunteers. Work with Program Coordinator for Enrichment to identify new volunteers and plan appreciation events. Train new volunteers and provide additional training and information to returning volunteers. Develop volunteer schedule to cover busy times.

• Hire, train, and manage student workers. Coordinate with Student Employment office to identify appropriate student workers in accordance with Furman policy; complete all required onboarding; manage their setup in Workday software as OLLI employees. Train student office workers in administrative work, including nametags, registration and payment process, parking stickers, telephone etiquette, coffee bar protocols, etc. Identify areas for improvement and counsel appropriately.

• Assist in presenting a full calendar of Friday Bonus Events for each of 4 OLLI terms. Coordinate with volunteer leader of Bonus Event committee and Program Coordinator for Instruction to develop event calendar. Reserve space for events. Edit event descriptions as needed and enter in Noodle registration software.

• Assist Director in overseeing building operations of the Herring Center for Continuing Education. Represent the Herring Center at monthly campus events meetings. Maintain building schedule in 25
  
  Live software for OLLI classes and events. Act as liaison with Conference and Event Services in renting space to outside groups. Manage maintenance work orders using Asset Essentials software. Monitor custodial work, sharing any concerns with custodial manager.

• Manage parking permit distribution process. Coordinate with Furman University Police to order and process OLLI parking permits. Develop process to gather required information from members. Supervise student workers entering member information into parking system. Create document outlining OLLI member parking options on campus. Address member…