Administrative Assistant

Posting Summary

Logo Posting Number STA00175PO24 Job Family Administrative Support Job Function Administrative Services USC Market Title Administrative Assistant Link to USC Market Title https://uscjobs.sc.edu/titles/131891 Job Level A2 - Administrative/Operational Support Business Title (Internal Title) Administrative Assistant Campus Columbia Work County Richland College/Division Division of Student Affairs and Academic Support Department SAAS Housing Facility Management State Pay Band 4 Approved Starting Salary $37,735 Advertised Salary Range $37,735 - commensurate with experience Location of Vacancy Columbia, SC Part/Full Time Full Time Hours per Week 37.5 Work Schedule

Monday through Friday 8:00AM to 4:30PM

Must be willing to work a flexible schedule to meet the needs of the department.

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.

Inclusive Excellence 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 Positions

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.

Position Description

Advertised Job Summary

Administrative Assistant (Custodial Services and Warehouse Staff members)

• Are you a high-energy self-starter that loves working with people?
• Are you the person everyone counts on when problems arise?
• Do you enjoy a fast-paced, diverse working environment?
• Are you a patient person that enjoys a challenge?
• Are you organized and have great attention to detail?

This is the job for you.

The Administrative Assistant will primarily be responsible for processing all payroll and hiring documents for the Custodial and Warehouse staff members. The position of Administrative Assistant provides office support for the Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services and as such carries out the business of the office in an efficient and timely manner. The Administrative Assistant provides the initial contact for the Custodial Department, both in person and on the phone and will provide back up support to the Facilities Operations Coordinator. This position has been designated as essential personnel during inclement/ hazardous weather and other emergencies.

Essential Job Duties and Responsibilities:

1.Process payroll for staff in FAMIS and enter time in HCM PeopleSoft

2.Prepares, updates, and manages personnel paperwork for employees of the department.

3.Provides administrative support for the Director of Housing Facilities Operations, Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services.

4.Creates and maintains reports, checklists, calendars, and other organizational data for the team.

5.Assists as needed in other areas

Perks:

• Some of the BEST benefits you can find!

• Work-Life-Balance: Full-time pay with a 37.5 work week

• Generous paid time off

• An engaging and collaborative on-campus environment

• You'll enjoy the historic beauty of the University of South Carolina campus, surrounded by amenities, so you'll love where you work!

• A world-class team of professionals

Minimum Qualifications

High School Diploma and 1 year of work experience that is directly related to the area of employment, or equivalency.

Preferred Qualifications

Bachelor's degree and 1 year work experience related to the job, or high school diploma and 5 years directly related to the area of employment. Experience in tracking and entering time worked into a payroll system.

Knowledge/Skills/Abilities

This includes but is not limited to computer, printer, copier, and telephone skills. Ability to be polite, helpful, interested, and diligent in serving all who enter or telephone the office. A working knowledge of basic office machinery. Proficient in Microsoft Word, and have a working knowledge of PowerPoint, and Excel programs. Knowledge and use of professional etiquette.

Job Duties

Job Duty

Processes payroll for the custodial, warehouse and move crew staff within FAMIS. This includes coordinating with supervisors to obtain hours, entering the time and reconciling leave sheets to leave taken. Also includes reconciling time worked with work orders, to ensure accurate processing all staff payroll paperwork. Will be primary back-up for the maintenance team for processing payroll and hiring if needed. Processes payroll and paperwork for Summer temporary staff.

Enter time worked, absences, and other time actions into HCM PeopleSoft.

Essential Function Yes Percentage of Time 35 Job Duty

Prepares, updates, and manages personnel paperwork for employees of the department. This task will include but is not limited to hiring, change, payroll paperwork, FAMIS and keeping current records of leave. Regularly updates staff rosters in addition to producing rosters with emergency information, and rosters for other special events/situations.

Essential Function Yes Percentage of Time 30 Job Duty

Provides administrative support for the Director of Housing Facilities Operations, Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services including being the primary person to answer all calls, reception, and correspondence including but not limited to managing calendars and scheduling meetings taking minutes and scheduling interviews. Provides support for the maintenance department if needed. Assists with procurement of custodial equipment and supplies.

Essential Function Yes Percentage of Time 15 Job Duty

Creates and maintains attendance reports for custodial and move crew to be reviewed by leadership with the purpose of ensuring that attendance standards are being met. Creates bathroom cleaning checklists for the custodial unit and assists in creating the bathroom cleaning schedule. Creates and maintains yearly Custodial On-Call calendar and assists with maintenance On-Call calendar as needed. Continuously maintains the Custodial and Move Crew roster and distributes as necessary on a monthly basis.

Essential Function Yes Percentage of Time 10 Job Duty

Assist Work Control with answering calls and processing work orders when under staffed or their workload is too heavy to accurately and quickly complete the work order process.

Essential Function Yes Percentage of Time 5 Job Duty

Other duties as assigned.

Essential Function No 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 Essential

Posting Detail Information

Number of Vacancies 1 Desired Start Date 04/01/2024 Job Open Date 02/28/2024 Job Close Date 05/28/2024 Open Until Filled No Special Instructions to Applicant

Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

We are only accepting applications submitted by May 28, 2024.

The University of South Carolina offers a valuable benefits package including but not limited to:

• Health and Life Insurance

• Retirement Programs

• Paid Tuition

• Dependent Scholarships

• Annual Leave

• Sick Leave

• 13 Paid Holidays (including an extended December holiday)

• Paid Parental Leave

• Professional Development Opportunities

Click here to learn more about why you should work at USC.

Quicklink for Posting https://uscjobs.sc.edu/postings/164896 EEO Statement

The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you have at least a high school diploma and 1 year related experience; or equivalent experience or training?

• Yes

• No

Applicant Documents

Required Documents

• Cover Letter

• Resume

Optional Documents

• List of References and Contact Information