Administrative Assistant
Winthrop University

Job Info

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Winthrop Position Title:

Administrative Assistant

State Title:

Administrative Assistant

State Class Code:

AA75

State Pay Band:

04

Annual Salary/Hiring Range:

$36,000

Job Purpose:

Under the direct supervision of the department chairs of Sociology and World Languages and Cultures, the Administrative Assistant provides general office management and administrative support for all departmental programs and activities, including marketing, budgeting and recordkeeping.

Job Summary:

Coordinates administrative and logistical support

• Assists with scheduling for meetings, events, advising appointments and all other program activities.
• Serves as secretary for departmental meetings and assists with report preparation.
• Collects and files syllabi for accreditation purposes.
• Distributes mail.
• Serves as liaison with printing services.
• Responds to inquiries and requests for information from students, advisors, alumni and the general public.

Oversees budgets and financial recordkeeping

• Monitors department budgets and reconciles discrepancies.
• Acts as procurement card liaison.
• Purchases and maintains inventory of departmental/program supplies.

Assists with department and program marketing, advertising and recruitment

• Creates event flyers and handouts.
• Updates bulletin boards, webpages and social media accounts.

Human Resources Functions

• Coordinates student hiring, including advertising work-study and other student employment vacancies, collecting required paperwork and initiating electronic personnel action forms (epafs).
• Supervises student employees, including assigning/monitoring work and approving timesheets.
• Assists with adjunct faculty hiring, including initiating background checks, requesting I-9s, collecting application and other required paperwork/documentation, initiating epafs, and working with Human Resources to ensure timely processing of assignments.

Required Qualifications:

Bachelor's degree; Associate's degree and two years of administrative experience; or High School diploma or equivalent and four years of responsible administrative experience.

Preferred Qualifications:

Bachelor's degree. Experience managing budgets, maintaining records, complying with state and organizational policies, planning events and supervising others. Coursework or interest in languages a plus.

Knowledge, Skills & Abilities Summary:

Knowledge of office management policies and best practices. Knowledge of grammatical rules and language usage and ability to communicate effectively verbally and in writing. Ability to exercise mature judgment in dealing with confidential information and situations; effectively manage multiple tasks simultaneously; prepare correspondence and maintain files with minimal errors; and establish and maintain effective working relationships with faculty, staff, students and the general public. Excellent interpersonal skills. Sufficient technical ability to learn software needed to perform job duties effectively.

Type of Position:

Classified

Position Status:

Full-Time

FLSA Status:

Non-Exempt

Hours Per Week:

37.5

Months per Year:

12

Telecommuting:

Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.

Posting Number:

2025007S

Open Date:

07/22/2024

Close Date:

07/31/2024

Open Until Filled:

No

PLEASE NOTE:

* A resume will not be reviewed to determine whether an applicant meets the qualifications outlined in the job vacancy notice (posting).

* Responses to supplemental questions are considered part of the application; failure to respond will result in disqualification.

This job has expired.