Administrative Assistant, Cothran Center for Vocational Reflection
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Job Title: Administrative Assistant, Cothran Center for Vocational Reflection
Job Family: Administrative Support
Full-Time/Part-Time: Part time
Compensation Grade: 4H
Pay Type: Hourly
Department: Cothran Center
Job Summary: Provides office management, hospitality and operational support for the Cothran Center for Vocational Reflection. The Cothran Center for Vocational Reflection consists of a Faculty Director, an Assistant Faculty Director, and two Program Coordinators. Although many programs and activities are focused on students, the Cothran Center for Vocational Reflection also offers programs and resources for faculty, staff, alumni, and the wider Upstate community.
The position is a half-time, 20 hour a week position.
Serves as first point of contact for the Cothran Center assisting guests/visitors (students, faculty/staff, alumni, and community) and facilitating a hospitable space for welcoming conversation and dialogue. Answers multi-line telephone, email, social media inquiries, and voicemails to respond to questions, take messages, or direct callers to the appropriate person. Maintains office space for working and teaching, coordinating staff and collaborator access, purchasing and stocking supplies, requesting building and technology repairs, maintaining office copy machines, and proactively addressing space-related needs. Manages and maintains calendar of events and coordinates meetings and events as needed. Reserves rooms and places orders with catering when necessary.
Works closely with Cothran staff to provide hospitality and administrative support for programs and events, including catering, entertainment, room reservations, invitation lists, university services, university guest travel arrangements and scheduling, gifts, preparation of materials, event set up, and post-event activities including organizing and archiving photographs from programs and events.
Assists with creation and implementation of communications through various media including but not limited to email, website, social media (Instagram, Facebook, Twitter) and printed materials as requested by Cothran Center staff. Manages publicity for programs and events by updating websites; creating newsletters and brochures; distributing event announcements; and maintaining mailing lists and coordinating mass mailings for the Cothran Center. Administers cash receipts and coordinates revenue collection and assists with financial aspects of event planning. Administers deposits for all monies received from events and ensures deposits are accomplished in a timely manner. Manages the departmental petty cash funds, ensuring deposits are accomplished in a timely manner.
Supports Cothran staff in coordination of professional travel, including travel expense approvals, reservations, trip itineraries, and reimbursements. Assists staff in completion of travel-related expense reports in compliance with university travel policy.
With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures consistent with guidelines and requirements for restricted, designated, and endowment accounts. Assists the Faculty Director and staff in planning expenditures, reconciling university procurement card statements, and managing budgets for specific programs, activities, and resources.
Assists with gathering and compiling data on student, faculty/staff, and alumni use of Cothran Center resources, participation in Cothran Center events and activities, participant outcomes, and other data as needed for assessment.
Collects information from graduating students and maintains list of alumni contacts. Uses LinkedIn and similar online resources to collect, compile, and maintain records of alumni.
Takes detailed notes at relevant meetings and sessions, as needed.
Completes performance review process with the Faculty Director to understand job performance expectations and how they fit into the department and University goals. Communicates openly and recognizes contributions of co-workers and supervisor. Pursues professional development (when appropriate) to keep pace with demands for services and information. Maintains up-to-date information about the Cothran Center, and Furman University.
Performs other duties as assigned in support of the goals and objectives of the Cothran Center and Furman University.
The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically present in this description.
Daily contact with members of own work unit and immediate supervisor, student workers/interns and students to plan, coordinate, solve problems or present information related to mutual goals.
Frequent contact with Cothran Center constituents, including current Furman students, alumni, faculty/staff, and community members.
Frequent contact with other interested students and with parents, members of other Furman departments, and community members to exchange factual information related to the Cothran Center. Frequent contact with faculty, administrators, staff, and students to exchange information, explain policies and procedures, arrange meetings, and coordinate paperwork.
Responsibility for Final Decisions:
Responsible for own work. May assist or instruct others doing similar work, including student workers.
Tasks involve multiple procedures with interrelated processes and steps. Work involves choosing the appropriate option or procedure to follow and applying the established rules and procedures. Errors may be detected within the department or section in which they occur, but may affect the work of others within the unit to trace errors and make corrections.
Spends time planning, scheduling, and assigning priorities of several ongoing assignments. Utilizes own judgment for making decisions when something is unclear. Discusses questions or concerns with supervisor.
Faculty Director of the Cothran Center
Work is performed independently on routine work. Non-routine issues or questions are reviewed with the supervisor or appropriate staff person.
Excellent communication and interpersonal skills Organized and has ability to accurately and effectively manage multiple concurrent tasks to completion, with possible interruptions. Experience using office software, including Microsoft Office Suite, required. Experience with social media, website management, and/or Workday is strongly preferred.
Ability to complete numerical work (including budget/grant management) accurately.
Willingness to learn new work-related software and technology.
Ability to problem-solve and seek information and appropriate contacts to move tasks forward
Work is performed under usual office conditions with occasional off-site programs. Driving on occasion to purchase supplies or run work-related errands. Work requires attention to detail and flexibility to assist the supervisor when needs arise.
** Please submit a cover letter with your resume
Job Posting End Date (if date is blank, posting is open ended):
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.
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