Administrative Specialist

Job Details

Coastal Carolina University is currently accepting applications for the following full-time position : Administrative Specialist in the Department of Political Science.

The Administrative Specialist is to serve as assistant to the Chairs of Political Science Department and Anthropology and Geography Department helping to oversee and maintain departmental budgets, office management, hiring, student enrollment management, personnel, procurement, and travel functions; assist faculty, students, and parents; generally assist with and monitor all departmental activities.

How to Apply : Interested candidates may apply online at https : / / www.schooljobs.com / careers / ccu / jobs / 4793889 . Applicants must submit a cover letter, resume, and contact information for three (3) professional references. Deadline to apply : February 11 , 2025 .

Coastal Carolina University is a public comprehensive liberal arts institution located in Conway, South Carolina, just nine miles from the Atlantic coastal resort city of Myrtle Beach. Coastal Carolina University enrolls over 10,000 students from 49 states and 55 nations. The University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award the baccalaureate and master’s degrees of national and / or regional significance in the arts and sciences, business, humanities, education, and health and human services, a specialist degree in instructional technology, and PhD degrees in marine science : coastal and marine systems science and education sciences.

The University provides equal employment opportunity without regard to race, color, religion, sex, sexual orientation, gender identity, citizenship status, national origin, or because an employee or applicant for employment is an individual with a disability or a disabled veteran, an Armed Forces service medal veteran, a recently separated veteran, or an active-duty wartime or campaign badge veteran, or other “protected veteran,” as defined by law. Coastal Carolina University is an EO / AA employer.

Administrative Specialist II (AA50 / 61123198), full-time position with benefits. SC State Pay Band : 03. Salary range : $27,510.00 (minimum) - $39,207.00 (midpoint). Normal work hours are Monday through Thursday, 8 : 00 a.m. to 5 : 00 p.m. and Friday, 8 : 00 a.m. to 12 : 30 p.m. Must be flexible to meet the special scheduling needs of the university.

Duties

Duties Include, but not limited to :

• Support / Liaison : Serves as Administrative Specialist for Political Science and Anthropology / Geography departments managing departmental operations by assisting department chairs, provides general support to faculty as well as Cincinnatus Center and Indigenize SC Task Force. Handles and processes various correspondence with professionalism to faculty, staff, current and prospective students, alumni, parents, and the general public; coordinates prospective student visits, disseminates departmental information / materials; organizes and schedules room / space reservations to include space setup. Maintains and organizes shared departmental space, equipment, supplies, keys and surplus requests. Take accurate meeting minutes as needed. Stores Departmental Records not limited to contact information, annual reports, program evaluations, faculty evaluations, syllabi and class schedules. Success Criteria : Responds to Phone, in-person, and email inquiries with exceptional customer service and professionalism. Phone, in-person, and email inquiries are appropriately directed with consideration to sensitive turnaround times and deadlines; departmental information updated and distributed by set deadlines from supervisor, chair and / or faculty, students, and other appropriate parties; office space is kept neat and organized. Minutes are clear and concise free of errors, syllabi are collected by set deadlines and abide by procedures and protocol.
• Fiscal Management : Coordinates and performs fiscal management activities on a daily basis, monitors and maintains departmental budgets and accounting functions; initiates and organizes budget requests; responds to budget audits. Collaborate with Sponsored Programs and Research Services, as well as the college business manager and Principal Investigator on grant funded initiatives. Performs procurement activities not limited to : purchasing of departmental supplies, accurately tracks all department and grant purchasing and expenditures, maintains P-card monthly statements. Success Criteria : Provide up-to-date and error free budget tracking. Properly maintains reconciled P-card statements and provides receipts and statements to the Business Manager monthly, effectively monitor and account for purchases; immediately responds to Business Manager requests and auditor and passes review of audits. Adheres to grant spending policies and procedures meeting all deadlines set by Business Manager, supervisor, chair and department faculty. Adhere to University policies and procedures and ensuring departmental requests and forms are submitted completed and correctly. Communicates effectively with faculty / PI on grant spending, and is familiar with the content of active grant agreements or contracts for which they are responsible for tracking expenditures.
• Hiring : Provides information to HRSC related to hiring of full-time and / or temp faculty hiring and / or staff; not limited to new hires, returning teaching associate hires, dual employment, overloads, supplemental pay, summer pay and grant pay. Enters data into the HR workforce management platform system. Timely initiative and follow through on hiring of faculty and / or staff. In collaboration with the department chair, initiates position description updates for advertisements pertaining to recruitment tasks and hiring of full-time and / or temp faculty hiring. Follows up with search chairs to close out searches. Success Criteria : Timely respond to inquiries and assigned tasks regarding human resources' requirements for hiring of personnel. Entering data into the workforce management platform of human resource management software & HR system. Timely initiative and follow through on hiring of faculty and / or staff
• Travel : Coordinates and oversees faculty travel activities, communicates with the business manager, department chair, associate dean on travel and professional development funds. Schedule arrangements for guests to campus for department faculty searches and processes correlating expenditures. Success Criteria : Adheres to CCU policies and procedures for travel related requests and reimbursements. Maintains travel activity records accurately and ensures tracking is up to date. Timely, correctness and oversight of travel paperwork for faculty, students, candidates and departmental guests; and university travel; efficiently schedule and prepare itineraries for candidates and guests. Prioritizes and organizing travel arrangements for candidate travel.

Qualifications

Required : A high school diploma and two (2) years of relevant job experience. Equivalent education, training and experience will be considered.

Preferred : Bachelor’s degree and experience in an academic setting.

Knowledge, Skills & Abilities : The employee must have excellent organizational skills, interpersonal and communication skills. Strong typing and computer skills are required, including proficiency with various software packages (MS Word, and Excel), email, internet, ability to learn Datatel, must have good time management and office management skills and be able to work cooperatively with diverse groups. Must be able to maintain and track budgets must be able to coordinate paperwork for student records, hiring, purchasing, travel and grant transactions. Must be able to communicate effectively and work cooperatively with faculty, staff, students, parents and the general public.

Salary : $27,510 - $39,207