Columbia College is hiring: Administrative Assistant (BLC) in Columbia

Job Details

Job Location
Columbia College - Columbia, SC

Position Type
Full Time

Education Level
4 Year Degree

Job Category
Admin - Clerical

Description

JOB SUMMARY

This position performs a variety of routine-to-complex administrative duties including but not limited to providing smooth and orderly operation of the Division of Business, Leadership, and Communication, by providing administrative support in a professional manner to the Dean; works closely with the faculty, students, and associated programs, services, and offices campus-wide. This position provides complex and confidential support requiring discretion, initiative, and independent judgment in matters of significance; and performs related duties as assigned. This class works within a general outline of work to be performed and develops work methods and sequences under general supervision, reporting directly to the Dean of Business, Leadership, and Communication (BLC).

Qualifications

ESSENTIAL JOB FUNCTIONS:

• Administrative Support - Manages the BLC's calendar, schedules meetings, and coordinates travel arrangements; manages the daily BLC office operations, co-manages the operational budget for the division, prepares and edits correspondence, reports, presentations, and other documents; handles incoming and outgoing communications, including phone calls, emails, and mail; organizes and maintains files and records, ensuring confidentiality and security; provides support to departmental staff within the Division of Business, Leadership, and Communication.
• Meeting Coordination - Plans, coordinates, and supports meetings, including preparing agendas, taking minutes, and following up on action items; arranges logistics for internal and external meetings, conferences, and events.
• Liaison and Communication - Acts as a point of contact between the BLC and college faculty, staff, students, and external stakeholders; facilitates effective communication and collaboration across departments and with external partners; handles inquiries and requests, directing them to the appropriate parties and ensuring timely responses.
• Project Management - Assists in the planning and execution of special projects and initiatives led by the Division of Business, Leadership, and Communication; conducts research, compiles data, and prepares reports to support decision-making.
• Office Management - Oversees the day-to-day operations of the BLC, including office supplies and equipment; assists with managing the divisional budgeting and purchase requisitioning processes; student workers; adjunct and full-time faculty hiring and assistance; develops and implements office procedures to enhance efficiency and productivity.
• This position requires a high degree of confidentiality and involves interactions with multiple levels of senior management, employees, faculty, and other contacts outside of the college. The ability to multi-task in a fast-paced environment is essential.
• Provides professional-level administrative support and office management to the Dean of Business, Leadership, and Communication. Also, provides support and assistance to all programs within the Division, and campus wide, as needed.
• Screens and handles telephone calls, referring as appropriate to other staff.
• Screens mail, routing to staff, or referring to the Dean.
• Composes correspondence and memoranda from brief instructions or on own initiative; responds to routine matters.
• Maintains the calendar for the Dean of Business, Leadership, and Communication; schedules internal and external meetings; notes events and appointments and includes all necessary information and materials.
• Makes arrangements and preparations for meetings for the Dean of Business, Leadership, and Communication, to include coordinating with staff, sending meeting invites, and collecting relevant documents; takes and transcribes minutes as needed.
• Makes travel arrangements; orders supplies and services.
• Provides administrative financial support and budget tracking for departments within the division; assures legitimacy and timely payment of invoices for the Dean of Business, Leadership, and Communication.
• Provides clerical support to the Division as needed, to include but not limited to, assisting with new hire orientation, assisting with special events such as student events, celebrations, etc.
• Performs other related duties as assigned by the Dean.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor's degree in business administration, human resource management or closely related field.
• Two (2) years of previous professional administrative, human resources, and/or office assistant experience preferred.
• This is an office-based position from 8:30 a.m. to 5:00 p.m., Monday through Friday with some events scheduled outside of that timeframe as designated by the Dean, division, or campus event schedules, which may include early/late hours or occasional weekends.
• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to work independently with little direction.
• Ability to plan, organize and prioritize work; ability to multi-task.
• Ability to meet schedules and timelines.
• Strong customer service skills.
• Knowledge of bookkeeping/accounting preferred.
• Ability to maintain inventory, records, and prepare reports.
• Ability to understand and follow oral and written directions.
• Ability to communicate effectively, both orally and in writing; pays attention to detail.
• Ability to establish and maintain effective working relationships with others; excellent interpersonal skills.
• Conscientious, enthusiastic, approachable; strong work ethic.

PHYSICAL DEMANDS:

Requires sedentary work that involves walking, standing, lifting, carrying, pushing and pulling some of the time and requires the ability to lift up to 50 pounds and the ability to exert up to 10 pounds of force on a recurring basis or routine keyboard operations.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

If you have any additional questions regarding this position, please contactDr. Lisa Assante, Dean of Business, Leadership and Communication, viaemail to lassante@columbiasc.edu.

EOE M/F/D/V