Executive Assistant & Office Manager

JOB SUMMARY:

Performs a wide range of complex, administrative tasks and executive support functions for the Associate Provost and Dean of Undergraduate Learning. Serves as Office Manager for the Division of Undergraduate Learning. Performs other duties as assigned.

JOB DUTIES:

40% - Executive Assistance: Performs complex, administrative tasks and executive support functions for the Associate Provost & Dean of Undergraduate Learning and the Associate Deans. Provides project management support for select initiatives led by the deans. Coordinates the deans' schedules, meetings, travel arrangements, and reimbursements. Prepares correspondence, reports, and other official documents on the deans' behalf. Responds to escalated inquiries, providing accurate information while protecting the department and University. Ensures relevant policies and procedures are followed and applied.

30% - Office Management: Oversees office operations, space allocation, reception area, and student employees. Provides backup for the front desk ensuring that visitors are welcomed and informed. Approves purchases of office supplies and IT equipment. Maintains documentation and reports supporting office functions. Acts as lead timekeeper and serves as an HR/Payroll liaison. Prepares HR/employment action forms/requests, ensuring appropriate signatures and approvals are captured. Ensures all University, State, and Federal procedures are followed on hiring. Maintains personnel files and monitors leave reports. Serves on the EOC. Serves as backup BSC and collaborates with the BSC to ensure building is safe, secure, cleaned, and in good repair.

10% - Meeting Coordination: Coordinates and schedules meetings for the division and for critical committees and councils under the purview of Undergraduate Learning (including but not limited to the University Curriculum Committee and the Council of Undergraduate Learning). Coordinates and prepares agendas, takes minutes, and maintains division files and meeting records in compliance with University Records and Retention Policy. Compiles and maintains membership rosters and records.

10% - General Administrative Support: Provides general administrative support for the Bridge to Clemson program, Summer Programs, an Director of Assessment.

10% - Fiscal Support: Supports the division's Business Manager by performing
reconciliations, using the procurement system to order supplies and pay invoices,
maintain update Data Asset Tracking system, and serve as the purchasing card
delegate as needed. Serves as backup for the Division's Business Manager when needed.

10% - Fiscal Support: Supports the division's Business Manager by performing
reconciliations, using the procurement system to order supplies and pay invoices,
maintain update Data Asset Tracking system, and serve as the purchasing card
delegate as needed. Serves as backup for the Division's Business Manager when needed.

10% - General Administrative Support: Provides general administrative support for the Bridge to Clemson program, Summer Programs, an Director of Assessment.

10% - Meeting Coordination: Coordinates and schedules meetings for the division and for critical committees and councils under the purview of Undergraduate Learning (including but not limited to the University Curriculum Committee and the Council of Undergraduate Learning). Coordinates and prepares agendas, takes minutes, and maintains division files and meeting records in compliance with University Records and Retention Policy. Compiles and maintains membership rosters and records.

30% - Office Management: Oversees office operations, space allocation, reception area, and student employees. Provides backup for the front desk ensuring that visitors are welcomed and informed. Approves purchases of office supplies and IT equipment. Maintains documentation and reports supporting office functions. Acts as lead timekeeper and serves as an HR/Payroll liaison. Prepares HR/employment action forms/requests, ensuring appropriate signatures and approvals are captured. Ensures all University, State, and Federal procedures are followed on hiring. Maintains personnel files and monitors leave reports. Serves on the EOC. Serves as backup BSC and collaborates with the BSC to ensure building is safe, secure, cleaned, and in good repair.

40% - Executive Assistance: Performs complex, administrative tasks and executive support functions for the Associate Provost & Dean of Undergraduate Learning and the Associate Deans. Provides project management support for select initiatives led by the deans. Coordinates the deans' schedules, meetings, travel arrangements, and reimbursements. Prepares correspondence, reports, and other official documents on the deans' behalf. Responds to escalated inquiries, providing accurate information while protecting the department and University. Ensures relevant policies and procedures are followed and applied.

JOB CODE:

AH15

EMPLOYEE TYPE:

Regular FTE Staff

Minimum Requirements:

A high school diploma and relevant experience in business management, public administration or administrative services. A bachelor's degree may be substituted for required work experience.

RESPONSIBILITIES:

JOB KNOWLEDGE

Comprehensive knowledge of theories, concepts and practices and ability to use in complex, difficult and/or unprecedented situations.

SUPERVISORY RESPONSIBILITIES

Manages work of others including hiring, terminating, training and developing, providing constructive feedback, establishing and reviewing employee complaints, recommending rewards and recognition and administering corrective action for staff. Plans organizational structure and job content.

BUDGETARY RESPONSIBILITIES

Doesn’t provide input but is responsible for monitoring the departmental budget and may manage fund allocation over $500,000.00

PHYSICAL REQUIREMENTS:

Move, transport, raise or lower 30lbs or less: %
Perceive, observe, clarity of vision: %
Recognize or inspect visually: %
Communicate, converse, give direction, express oneself: 100%
Position self to accomplish task (i.e. stoop, kneel, crawl): 5%
Ascend or descend (i.e. stairs, ladder): 5%
Walk or move about: 100%
Sit (stationary position) for prolonged period: 100%

WORKING CONDITIONS:

None: %

WORK SCHEDULE:

Standard Hours:

37.5

COMPENSATION INFORMATION:

Expected Salary Range

-

Salary is dependent upon several factors including, but not limited to, a candidate's previous experience, knowledge, skills and performance in accordance with Clemson's compensation guidelines.

ESSENTIAL PERSONNEL LEVEL:

Emergency Response - In the event of an emergency closure or modified operations, this position is required to respond in order to provide the University's initial response to the emergency situation, including the execution of mission essential functions. Some positions in this category may be required to work remotely or be on call.

JOB LOCATION:

Clemson, SC

APPLICATION DEADLINE:

August 20, 2026

MILITARY AND VETERAN:

Military Equivalency: Clemson University is proud to allow educational equivalency for military technical certifications and trainings that directly relate to the job duties.

Veteran Preference: South Carolina provides employment preference to eligible veterans for qualifying full-time permanent positions. To be considered, applicants must meet the minimum qualifications, have been discharged under honorable conditions, and indicate their veteran status in the application by uploading a DD-214 for confidential review. A request for Veteran Preference can be made via the application process. Please contact [email protected] with any questions or issues.

CLOSING STATEMENT:

Clemson University is an EEO/AA employer. Employment decisions are made without regard to characteristics protected by applicable law including disability and protected veteran status.