Posting Details
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POSTING INFORMATION |
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Internal Title |
Administrative Coordinator |
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Position Type |
Classified |
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Faculty / Non-Faculty / Administration |
Non-Faculty |
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Pay Band |
5 |
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Level |
5 |
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Department |
Center for Student Learning |
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Job Purpose |
Oversees comprehensive administrative management of all programs and services of the Center for Student Learning, which supports over 4,500 student visitors for a total of 38,000+ visits each year. Oversees and approves payroll activities
for all student tutors, plans and administers office and College events, manages office processes, trains and develops student employees, supervises student employees, and monitoring $200K CSL budget operations. Provides administrative
support for the Director and 10 Faculty/Staff members, including 6 faculty Directors of major walk-in academic labs. |
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Minimum Requirements |
High school diploma and progressively responsible administrative experience is required. Candidates with an equivalent combination of experience and/or education are encouraged to apply. |
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Required Knowledge, Skills and Abilities |
Must be able to coordinate multiple ongoing projects. Excellent writing and speaking skills are essential. Ability to work well with faculty, students and staff. Team work and problem solving skills are desirable. Ability to communicate
effectively in all modes, with considerable knowledge of grammar, spelling and language usage. Knowledge of office management principles, policies and practices. Understanding of department’s mission and its relationship to mission of the college. Ability
to supervise clerical staff workers. Ability to collect, compile and assemble information in a clear, concise manner on a timely basis. Ability to respond efficiently and effectively to routine inquiries. Microsoft office suite working knowledge is essential. |
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Additional Comments Regarding Position |
Some work hours outside the normal day may be required on occasion. Must be able to create and maintain a positive and safe student oriented environment. This position requires the employee to be available via phone or email to front desk
student staff until 9pm Mon-Thurs and 4-9pm on Sunday, as the CSL is open after regular business hours. The student employees who staff the front desk are under direct supervision of the Administrative Coordinator and they are responsible
if they have a question or concern during the work shift. |
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Special Instructions to Applicants |
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position. *Salary is commensurate with education/experience which exceeds the minimum requirements. Offers of employment are contingent upon a successful background check. All applications must be submitted online https://jobs.cofc.edu. |
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Salary |
*$46,019 - $53,957 |
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Posting Date |
07/06/2023 |
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Closing Date |
07/20/2023 |
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Benefits |
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Open Until Filled |
No |
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Posting Number |
2023128 |
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EEO Statement |
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion,
national origin, veteran status, genetic information, or disability. |
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Quicklink for Posting |
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Job Duties
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Job Duties |
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Activity |
Coordinates personnel activities and serves as primary point of contact for approximately 170 student/temporary employees across the College. Initiates employment contracts and ensures accuracy and completion of time sheets. Liaison to
Career Center and Budgeting & Payroll in student employee matters, including verification of employment status. |
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Essential or Marginal |
Essential |
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Percent of Time |
20 |
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Activity |
Supervises activities of office support staff to ensure smooth flow of services. Initiates hiring, training, supervising, and evaluating front desk employees, including offering Exit Interviews and constructive feedback for student employees
as they approach graduation. Establishes and implements office procedures and processes. Provides task assignment to front desk staff and sets priorities. Develops and implements comprehensive initial and ongoing training plans for professional development
of front desk staff. |
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Essential or Marginal |
Essential |
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Percent of Time |
25 |
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Activity |
Manages and monitors approximately $200K CSL budget, working alongside Director to ensure financial goals are met and procedures are adhered to. Tracks and monitors all expenditures, analyzes variances, and takes
all steps necessary to initiate corrective actions. Compiles and maintains data to create complex reports in Excel and Cognos to be reviewed with CSL Director. Serves as liaison and resource to College departments and administrators
(notably Budgeting & Payroll) regarding financial data and proper budget procedures and practices. Populates the College’s budgeting system (Banner) on a regular basis. Responsible for the maintenance of Excel spreadsheets including projection activities.
Utilizes the web-based TutorTrac software system to report payroll, maintain and update student employee profiles, edit tutor availability on a daily and weekly basis to maintain accuracy of services, and access data for accurate assessment of lab usage reports.
Coordinates finances for Cougar Countdown events each semester including creation of IDTs, communication with catering services, and other tasks involving the Cougar Countdown budget. |
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Essential or Marginal |
Essential |
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Percent of Time |
20 |
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Activity |
Provides professional level office management for six faculty directors and four professional staff including room reservations, administrative tasks, hiring paperwork, etc. Develops relationships with custodial and Physical Plant staff
to ensure that office and tutoring lab space is maintained to a high standard of safety and comfort for the staff and student population. Plans and implements the scheduling of all cyclical CSL events and tasks. Plans and organizes
staff meetings and student employee initial and ongoing trainings. |
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Essential or Marginal |
Essential |
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Percent of Time |
5 |
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Activity |
Initiates office supply orders. Prepares purchase orders, individual departmental transfers, work requests, travel authorizations/reimbursement forms, expenditure authorizations, and contractual services documents for CSL.
Budgets and orders supplies for semi-annual Student Employee Appreciation Week events. Maintains inventories of CSL office supplies. |
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Essential or Marginal |
Essential |
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Percent of Time |
5 |
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Activity |
Creates, facilitates, and maintains a comprehensive plan for marketing the CSL to the campus community. Duties include 1) seeking opportunities to serve on committees across campus; 2) creating and updating print
materials, including posters and fliers; 3) developing fliers that can be converted into social media; 4) developing a seasonal schedule for decorations, including bulletin boards and office decorations. Creates a rotating schedule for student front desk staff
to participate in these tasks, and, when appropriate take ownership of them. |
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Essential or Marginal |
Essential |
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Percent of Time |
5 |
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Activity |
Serves as primary point of contact for visitors to the CSL in person, by phone, and via email. Addresses concerns and answers questions re 10 different sub-programs: Speaking Lab, Foreign Language Lab, Math Lab,
Science Lab, Writing Lab, Business Lab, By Appointment Tutoring, Peer Academic Coaching, Study Skills, and Supplemental Instruction. Has knowledge of other student support services on campus and accurately refers to the appropriate office as needed. |
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Essential or Marginal |
Essential |
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Percent of Time |
10 |
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Activity |
Directly supervises all activities and performance of six CSL student employees, providing mentoring and assessment as needed. Manages coverage for after hours support to ensure efficient and effective support
for the College’s students and customers. Reviews and approves time sheets, and handles all administrative tasks related to supervision. |
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Essential or Marginal |
Essential |
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Percent of Time |
10 |
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Activity |
Logistical & Technical Support: Monitors and maintains the Center for Student Learning computer hardware and software inventory. Oversees preventive maintenance, care, and security of office equipment. Manages equipment replacement schedule
to ensure budget requests are made as necessary. Communicates and trains Director and staff on changes to data entry policies and procedures. Ensures FERPA privacy regulations are followed with all information and materials from the
Center. |
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Essential or Marginal |
Essential |
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Percent of Time |
5 |