Assistant to the Department Chair

Posting Details

Posting Summary

Logo Posting Number STA00693PO26 Job Family Administrative Support Job Function Administrative Services USC Market Title Administrative Assistant Link to USC Market Title https://uscjobs.sc.edu/titles/131895 Job Level A3 - Administrative/Operational Support Business Title (Internal Title) Assistant to the Department Chair Campus Columbia Work County Richland College/Division College of Arts and Sciences Department CAS Biological Sciences State Pay Range G06 USC Market Range MRC - $41,073 $50,315 $59,556 Anticipated Hiring Range We offer a competitive salary and benefits package. Location of Vacancy Part/Full Time Full Time Hours per Week 37.5 Work Schedule

• Monday - Friday, 8:30am - 5:00pm with one hour for lunch.
• Must be willing to work a flexible schedule to meet the needs of the department.

Basis 12 months Job Search Category Administrative

About USC

About University of South Carolina

From the Upstate to the Lowcountry, the University of South Carolina system is transforming the lives of South Carolinians through the impact of our eight institutions and 20 locations throughout the state. More than 50,000 students are enrolled at one of eight institutions, including the research campus in Columbia and comprehensive four-year universities in Aiken, Upstate and Beaufort. In addition, our Palmetto College campuses in Salkehatchie, Union, Lancaster and Sumter enable students to earn associate or bachelor's degrees through a combination of in-person, online or blended learning. All of our system institutions place strong emphasis on service - helping to build healthier, more educated communities in South Carolina and beyond.

Veterans' Preference Statement

The University of South Carolina is committed to equal opportunity and proudly values the skills and experience military veterans bring to our workforce. Across South Carolina, we are making veterans a priority for employment and recognize their vital contributions to our state and our communities.

Benefits for FTE Positions

The University of South Carolina (USC), through the State of SC and Public Employee Benefit Authority (PEBA), offers employees a valuable benefits package, including health and life insurance, generous paid leave and retirement programs. To learn more about USC benefits, access the "Working at USC" section on the Applicant Portal at https://uscjobs.sc.edu. Research Grant or Time-limited positions may be eligible for all, some, or no benefits, based on the grant or project funding.

Position Description

Advertised Job Summary

The Administrative Assistant plays a key role in supporting the leadership and daily operations of the Department of Biological Sciences, serving as the confidential assistant to the Department Chair and a central administrative resource for faculty, staff, students, and visitors.

This position manages a variety of high-level administrative responsibilities, including coordinating the Chair's calendar and meetings, preparing and maintaining confidential correspondence and records, providing guidance on University and state policies and procedures, and supporting efficient office operations. The Administrative Assistant also coordinates important faculty and academic processes, including faculty reviews, promotion materials, annual activity records, syllabi collection, and faculty meeting documentation.

In addition, this position plays an integral role in faculty recruitment and departmental engagement by coordinating candidate interviews and campus visits, travel arrangements and reimbursements, departmental seminars, guest speaker visits, social events, and related communications.

This position is ideal for a highly organized, resourceful, and service-oriented professional who enjoys working in a collaborative academic environment, managing multiple priorities, and providing exceptional administrative support. The Administrative Assistant also contributes to special projects and other initiatives that support the Department of Biological Sciences and the McCausland College of Arts & Sciences.

Job Related Minimum Required Education and Experience

• Typically holds a high school diploma or GED. Requires 2 or more years of job related experience.

Required Certification, Licensure/Other Credentials Preferred Qualifications Knowledge/Skills/Abilities

• Proficiency in MS Office (MS Excel and MS Word, in particular). Strong team player skills and the ability to work harmoniously with a diverse workforce is a must.
• Have writing skills sufficient to compose and edit a variety of documents using correct spelling, grammar, and punctuation, with the ability to pay close attention to detail and proofread work carefully.
• Good organizational, time management, customer service and problem-solving skills and the ability to work accurately and meet deadlines with frequent interruptions.
• Work requires initiative and independent judgment. Be proactive and creative, identifying process improvement opportunities. Ability to possess thorough knowledge of University Policy and Procedures.
• Can handle sensitive information with the highest degree of integrity and confidentiality.

Job Duties

Job Duty

Coordinate logistics for tenure-track faculty recruitment and search activities. Maintain confidential applicant files and records for faculty searches, provide guidance regarding search procedures, coordinate candidate interviews and campus visits, arrange travel accommodations, process reimbursements, and support search committees throughout the recruitment process.

Essential Function Yes Percentage of Time 20 Job Duty

Coordinate and assist faculty with administrative and academic processes for the Department of Biological Sciences, including Tenure and Promotion, Peer Reviews for tenured, tenure-track, and professional-track faculty, Third-Year Review, Post-Tenure Review, Chaired Professorships, Outside Professional Activities, and the annual collection and management of Resumes of Activity. Maintain departmental academic records through the collection of course syllabi, preparation of faculty review materials, and documentation of faculty meetings through accurate meeting minutes.

Essential Function Yes Percentage of Time 30 Job Duty

Serve as the confidential assistant to the Department Chair by managing the Chair's calendar, scheduling appointments and meetings, screening calls and visitors, and coordinating daily administrative operations. Advise the Chair on University and state policies and procedures, prepare and edit correspondence, reports, and other documents, and exercise sound judgment in handling confidential matters. Oversee departmental office operations including mail distribution, room reservations, meeting coordination, and problem resolution to ensure efficient departmental operations.

Essential Function Yes Percentage of Time 30 Job Duty

Coordinate departmental seminars, speaker visits, and special events by arranging travel, lodging, reimbursements, room reservations, and event logistics. Assist faculty with seminar scheduling, advertising, and the preparation and distribution of seminar, meeting, and event announcements to faculty, staff, students, and external participants. Organize departmental social functions, including catering arrangements, room setup and cleanup, and payment or reimbursement processing for related expenses.

Essential Function Yes Percentage of Time 15 Job Duty

Contribute to the overall success of the Department of Biological Sciences and the McCausland College of Arts and Sciences by performing additional duties, special projects, and responsibilities as assigned.

Essential Function Yes Percentage of Time 5

Position Attributes

Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR 1.95 Drug and Alcohol Testing.

Safety Sensitive or Security Sensitive No Hazardous weather category Non-Essential

Posting Detail Information

Number of Vacancies 1 Desired Start Date 11/01/2026 Job Open Date 09/17/2026 Job Close Date 11/01/2026 Open Until Filled No Special Instructions to Applicant

Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

We are only accepting applications submitted by November 01, 2026.

The University of South Carolina offers a valuable benefits package including but not limited to:

• Health and Life Insurance
• Retirement Programs
• Paid Tuition
• Dependent Scholarships
• Annual Leave
• Sick Leave
• 13 Paid Holidays (including an extended December holiday)
• Paid Parental Leave
• Professional Development Opportunities

Click here to learn more about why you should work at USC.

Quicklink for Posting https://uscjobs.sc.edu/postings/213287 EEO Statement

The University of South Carolina does not discriminate in employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender, gender identity or expression, genetic information, military status, national origin, pregnancy, race, religion, sex, sexual orientation, veteran status, or any other protected category under applicable law.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have at least a high school diploma or GED and 2 or more years of job related experience?

• Yes

• No

• • Your cover letter will serve as your writing sample as required for this position. Do you understand this and can confirm the cover letter you have submitted is a great example of letters you will be able to generate on our behalf.

• Yes

• No

• • Describe your experience using Microsoft Office/Office 365, especially email and calendar to manage communications and schedule for one or more senior managers.

(Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter
• Resume
• List of References and Contact Information

Optional Documents