Executive Assistant

EXPIRED

Posting Details

Posting Summary

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Posting Number

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Posting Details

Posting Summary

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Posting Number

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STA01218PO23

Job Family

Administrative Support

Job Function

Administrative Services

USC Market Title

Administrative Assistant

Job Level

A3 - Administrative/Operational Support

Business Title (Internal Title)

Executive Assistant

Campus

Upstate

Work County

Spartanburg

College/Division

USC Upstate College/Division Level

Department

UPS Athletics Admin

State Pay Band

5

Approved Starting Salary

$41,258 - $45,000; Salary commensurate with education and experience.

Advertised Salary Range

$41,258 - $45,000; Salary commensurate with education and experience.

Location of Vacancy

USC Upstate Spartanburg, SC

Part/Full Time

Full Time

Hours per Week

37.5

Work Schedule

Monday – Friday; 8:30am – 5pm; Some evenings and weekends as needed are required.

Type of Staff Position

Full-time Equivalent (FTE)

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.

Diversity 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, Research Grant or Time-Limited Positions Are Indicated Below

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. Research Grant or Time-limited positions may be eligible for all, some, or no benefits, based on the grant or project funding.

Benefit Eligibility Type

Full-Time Equivalent (FTE)

South Carolina Retirement

Yes

State Insurance Programs

Yes

Annual Leave

Yes

Sick Leave

Yes

Position Description

Advertised Job Summary

Executive AssistantUniversity of South Carolina UpstateSTA01218PO23Spartanburg, SCProvide executive-level assistance and support to the Vice Chancellor and Director of Intercollegiate Athletics and USC Upstate Intercollegiate Athletics Division. Serve as the primary contact and liaison between the Vice Chancellor and Director of Intercollegiate Athletics, other executive offices, divisional staff, university offices, league office staff, and external constituencies including community leaders, alumni, and donors. Organizes the Vice Chancellor and Athletic Director’s daily affairs. This includes calendar coordination, scheduling appointments, organizing meetings and events, assembling appropriate files and documents, making travel arrangements, reviewing and sorting incoming mail, routing correspondence and tracking response deadlines, receiving and assisting visitors, and organizing and maintaining confidential information and department files. Supports the athletics senior leadership team and provides assignments and deadlines to staff members following meetings and retreats to further initiatives and communications within the department. Plans, organizes, and coordinates special projects, events, and meetings for the department as assigned. Supports the VC and Athletics Director and senior leadership team to achieve appropriate department presence. Research, prepare, and distribute information regarding activities and events. Supports the department with various fundraising and donor relations activities. As HR contact, coordinate with the University’s Human Resource office concerning hiring and termination processes. Process new and rehire paperwork specific to the Athletics division hourly and temp exempt positions. Process all undergraduate student and graduate assistant employment. Maintain electronic database of all personnel documents. Supports the Athletics Division as HR contact. Works with AD and HR division to prepare contracts for new coaches, monitor and prepare coaches extension letters and contract extension forms each year or as needed. Prepares coaches contract incentives form at the end of each sports competition cycle (fall, winter and spring) and submits to HR for payment. Serve as the Athletics Department liaison with University Housing as needed. In collaboration with coaches coordinate on-campus housing needs for student-athletes on an annual basis. This includes incoming student-athletes, summer housing, early arrival for fall sports, and extended stay for spring sports. Performs other duties as assigned

Minimum Qualifications

Bachelor’s degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency. Successful background check is required.

Preferred Qualifications

Prefer experience in athletics administration support in a higher education environment.

Knowledge/Skills/Abilities

Excellent communication skills are mandatory. Must be able to work in a fast paced office and be able to handle multiple concurrent tasks. Must be able to meet deadlines. Excellent computer and data entry skills are required. Must be able to follow directions and learn new responsibilities often. Must have excellent Microsoft skills.

Job Duties

Job Duty

Serve as the primary contact and liaison between the Vice Chancellor and Director of Intercollegiate Athletics, other executive offices, divisional staff, university offices, league office staff, and external constituencies including community leaders, alumni, and donors.

Essential Function

Yes

Percentage of Time

20

Job Duty

Organizes the Vice Chancellor and Athletic Director’s daily affairs. This includes calendar coordination, scheduling appointments, organizing meetings and events, assembling appropriate files and documents, making travel arrangements, reviewing and sorting incoming mail, routing correspondence and tracking response deadlines, receiving and assisting visitors, and organizing and maintaining confidential information and department files.

Essential Function

Yes

Percentage of Time

20

Job Duty

Supports the athletics senior leadership team and provides assignments and deadlines to staff members following meetings and retreats to further initiatives and communications within the department.Plans, organizes, and coordinates special projects, events, and meetings for the department as assigned.Supports the VC and Athletics Director and senior leadership team to achieve appropriate department presence. Research, prepare, and distribute information regarding activities and events. Supports the department with various fundraising and donor relations activities.

Essential Function

Yes

Percentage of Time

20

Job Duty

As HR contact, coordinate with the University’s Human Resource office concerning hiring and termination processes. Process new and rehire paperwork specific to the Athletics division hourly and temp exempt positions. Process all undergraduate student and graduate assistant employment. Maintain electronic database of all personnel documents.

Essential Function

Yes

Percentage of Time

15

Job Duty

Supports the Athletics Division as HR contact. Works with AD and HR division to prepare contracts for new coaches, monitor and prepare coaches extension letters and contract extension forms each year or as needed. Prepares coaches contract incentives form at the end of each sports competition cycle (fall, winter and spring) and submits to HR for payment.

Essential Function

Yes

Percentage of Time

15

Job Duty

Serve as the Athletics Department liaison with University Housing as needed. In collaboration with coaches coordinate on-campus housing needs for student-athletes on an annual basis. This includes incoming student-athletes, summer housing, early arrival for fall sports, and extended stay for spring sports.

Essential Function

Yes

Percentage of Time

5

Job Duty

Performs other duties as assigned

Essential Function

Yes

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

Non-Essential

Posting Detail Information

Number of Vacancies

1

Desired Start Date

11/01/2023

If Research Grant/Time Limited, give end date

Job Open Date

10/02/2023

Job Close Date

Open Until Filled

Yes

Special Instructions to Applicant

The application must be completed including all current and previous work history and education. A resume may be attached, but not substituted for completing work history and education sections of the application.USC Upstate offers a valuable benefits package including but not limited to: Health and Life Insurance Retirement Programs Paid Tuition Program Dependent Scholarships Employee Assistance Program (EAP) Annual Leave Sick Leave 13 Paid Holidays (including an extended December holiday) Paid Parental Leave Professional Development Opportunities

Quicklink for Posting

https://uscjobs.sc.edu/postings/154214

EEO Statement

The University of South Carolina does not discriminate in educational or employment opportunities on the basis of race, sex, gender, gender identity, transgender status, age, color, religion, national origin, disability, sexual orientation, genetics, protected veteran status, pregnancy, childbirth or related medical conditions.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * This University of South Carolina Upstate position is located in Spartanburg, South Carolina. Do you wish to continue applying for this position?

   • Yes
   • No

2. * Are you willing and able to submit to a pre-employment background check that may include, but it is not limited to, criminal history, national sex offender search and motor vehicle history as a condition of hire?

   • Yes
   • No

3. * Do you have a bachelor’s degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency?

   • Yes
   • No

4. * The salary range for this position is $41,258 - $45,000 based on education and experience. Is this salary acceptable to you?

   • Yes
   • No

Applicant Documents

Required Documents 1. Cover Letter 2. Resume Optional Documents 1. List of References and Contact Information 2. Other Supporting Documents

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