Job ID: 258257
Location: Columbus State University
Full/Part Time: Full Time
Regular/Temporary: Regular

Job Summary

The department of Society, Culture and Languages at Columbus State University has an opening for an Academic Support Assistant. This position performs a variety of office support duties for specified units/departments, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items, events and meetings, assisting with general administrative inquiries, processing forms, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy.

Responsibilities

The position duties/responsibilities will include but not be limited to:

• Provides support such as answering the telephone, e-mail and voice mail and greets people; by assisting, answering questions, taking messages or referring to the appropriate person while maintaining a welcoming reception.
• Resolves and/or refers to routine administrative problems and inquiries, including answering and responding to requests for information, and submitting eQuests.
• Acts as liaison between faculty, students and other university units/departments and centralized services pools.
• Maintains student records including majors, advisor-advisees, graduation lists, donor lists, scholastic awards and scholarship recipients for the department.
• Manages and enters textbook information on Barnes & Noble platform.
• Assists with faculty searches in preparing and maintaining applicants data for both units/departments.
• Assists Chairs with the collection, distribution and forward movement of new hires including use of Manager Self-Service and Docusign.
• Prepares for new faculty and student assistant hires and assembles new hiring packets for both units/departments.
• Processes various departmental documents such as preparing and reviewing reports and documents including, Part-Time faculty agreements, contracts, CPR and APR reports.
• Coordinates new faculty onboarding needs ( i.e., offices, computers, keys, mailboxes, distribution lists, etc.).
• Makes copies and scans tests, exams, handouts and other items as needed for classes and the departments.
• Acts as liaison between faculty and the office of Accommodation and Accessibility in the distribution of exams for students with accommodation.
• Works with faculty, staff, students, parents, alumni and the public to exchange factual program information and explanation of rules, regulations, practices or functions.
• Processes incoming mail and handles any mass and/or special mailings for the department.
• Assists in planning and executing conferences, workshops, meetings and other departmental events including; Major/Minor luncheons (getting quotes and purchasing food, food delivery, and set up/clean up), recruiting events (collecting student names from faculty, typing the recruiting letters and envelopes,
  distributing them to faculty).
• Maintains appointment schedules and calendars, and handles room reservations for faculty, students and departmental events including Language Learning Center, Sociology lab, conference rooms, facilities and classrooms.
• Assists in managing the J. Konan Language Learning Center and its staff for Department of MCL including; scheduling and approving pay for student workers, training on the software to assist in managing the oral examinations, coordinating training sessions on new software, coordinating with UITS on the login software, and retrieving and disaggregating the attendance data, occasionally fill-in as lab assistant, coordinate placement exams at the beginning and end of each semester, disaggregate the data from the placement exams for reports.
• Creates and manages CARF paperwork in connection with departments and lab software.
• Processes Department Scholarships; posting dates, notifying financial aid and foundations, and following up on disbursements.
• Assigns manually in Banner the secondary advisor status to faculty advisors each semester under the direction of the department chairs or program coordinators.
• Maintains the bulletin boards and informational signage on the 2nd and 3rd floor of Shannon Hall for the two departments and the Language Learning Center.
• Assists in maintaining departments' websites (including: coordinating with UITS and University Relations on updates and projects), brochures, newsletters and social media platforms.
• Collects and uploads syllabi to Syllabus Archives, collects and submits course information to Section Data entry shared services and collects and submits office hours to the Chair.
• Attends department meetings, provides general support/administrative updates and takes meeting minutes.
• Makes arrangements for maintenance of office equipment.
• Maintains ledger of departmental inventory.
• Maintains all departmental files and faculty records.
• Acts as liaison with centralized services to report budget status (including department and foundation funds, lab fees) to the Department Chairs on a monthly basis.
• Handles special projects and performs other general support/administrative duties as assigned by the Department Chairs/coordinator.

Required Qualifications

Minimum qualifications include three to five years' of experience in secretarial/administrative support; thorough knowledge of the principles of modern office management, and equipment; and knowledge and understanding of FERPA, and the ability to maintain confidentiality with regard to student and personnel records. The successful candidate will have knowledge of MS Office products; excellent interpersonal and organizational skills; the ability to communicate effectively both orally and in writing; demonstrated customer service skills; and the ability to understand and follow specific instructions and procedures.

Proposed Salary

The annualized salary range for this position is $32,868 - $35,852 and includes full benefits.

Required Documents to Attach

• Cover Letter/ Letter of Application
• Resume

Contact Information

If you have any questions, please contact the Human Resources Office at 706-507-8920 or e-mail to hr@columbusstate.edu.

Conditions of Employment

Successful completion of a criminal background investigation and legal authorization to work in the US prior to employment is required.

Equal Employment Opportunity

Columbus State University is committed to recruiting, supporting, and fostering a sense of belongingness for a diverse, equitable, and inclusive community of outstanding faculty, staff, and students and is an Equal Opportunity/Affirmative Action employer. It is the policy of Columbus State University to recruit, hire, train, promote, and educate persons without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Other Information

Columbus State University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Special Applicant Instructions

Review of applications will begin immediately and will continue until the position has been filled. All applications and required documents must be submitted using Columbus State University's online employment site and a complete packet must be submitted for full consideration.


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=30000&JobOpeningId=258257&PostingSeq=1

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