Coordinates complex administrative, business management, and fiscal support to the Virtual Prototyping of Ground Systems (VIPR-GS) Center located on the CU-ICAR Campus in Greenville, SC. Provides administrative support to center leaders. Manages center payroll and hiring actions. Assists in purchasing in support of center research and activities; consults with program personnel regarding the availability of funds and the preparation of funding requests. Plans, implements and coordinates special projects or programs; prepares detailed program reports. Formulates and administers administrative policies and procedures. Provides training in administrative/management practices and procedures. Performs other duties as required.
JOB DUTIES:
25% - Essential - Administrative Support & Office Management: Provides administrative support to the VIPR-GS Center and the center's managers and directors. Serves as the administrative central point of contact and liaison for the VIPR-GS center. Manages inquiries, initiates appropriate action, and briefs the Program Manager and/or other leadership. Plans, organizes, and coordinates meetings and events for the center. Coordinates travel arrangements of center-affiliated personnel, sponsors, and visitors. Manages complex schedules using judgment in prioritizing. Assists with University forms as needed, including travel planning.
25% - Essential - Hiring: Manages and completes the hiring paperwork for support staff, faculty, post-docs, visiting scholars, students, and other intermittent employees, including international paperwork. Conducts necessary follow-up on pending hiring actions. Manages and completes requests for salary/hourly rate changes, account code, and classification changes. Payroll: Tracks and audits data for all support personnel on payroll for the VIPR-GS Center under the direction of the Program Manager. Approves time-sheets. Assists in payline audits under the direction of the Program Manager. Coordinates with HR personnel to complete any off-cycle pay requests or special pays. Coordinates with center accountant/grants coordinator.
20% - Essential - Purchasing & Financial Administrative Support: Assists in purchases in support of the center under the direction of center leaders or affiliated faculty members, via BuyWays or PCard. Pays all recurring and individual bills on behalf of the center. Creates requisitions through BuyWays, including direct purchases, payment request forms, procurement certifications, and sole sources. Releases requisitions created by other staff/faculty members. Completes faculty, staff, student, and non-employee reimbursements related to the center. Serves as the primary point of contact with main campus and outside vendors for items related to provided financial services. Supervises the complex procurement of goods and services. Administers procurements in coordination with personnel from other departments. Plans and directs daily and long-range procurement operational functions. Knowledge of procurement management, property management, inventory control and supply functions. Knowledge of the suppliers of various goods and services.
20% - Essential - Collaboration and Communication: Confers with governmental officials concerning the planning of matters affecting VIPR, its mission, and program execution. Respond to inquiries from governmental officials, industry partners, and the general public; address inquiries regarding VIPR events and activities. Establishes and maintains positive relationships with various constituencies: Governmental, U.S. military, Advisory Boards, and industry. Student Recruitment: Assist VIPR faculty with the recruitment of domestic students by representing VIPR-GS at recruiting events, information sessions, open house, campus visits, graduate school fairs, corporate education events, target market sessions, online information sessions, community events and more. Collaborates and coordinates with marketing team for program promotion strategies and updating VIPR-GS materials. Required to travel and work some nights and weekends for recruiting responsibilities.
10% - Essential - PCard Liaison: Serves as center's primary PCard liaison. Obtain necessary backup and approvals ahead of university deadlines. Compile and upload receipts from center card holders. Allocate charges to appropriate account and project codes. Reconcile monthly statement for each card. Communicate student travel charges with International Employment. Assist employees with PCard application process. Compile and upload backup for all grant (Fund 20) purchases. Coordinate with center accountant/grants coordinator as required.
MINIMUM REQUIREMENTS:
Education: Bachelor's Degree and relevant program experience.
Work Experience: 5+ years of previous experience in business, personnel, or public administration.
RESPONSIBILITIES:
JOB KNOWLEDGE Firm Job Knowledge - Firm working knowledge of concepts, practices and procedures and ability to use in varied situations
SUPERVISORY RESPONSIBILITIES No Supervisory Duties - Not responsible for supervising employees.
BUDGETARY RESPONSIBILITIES No Budget Responsibilities - No fiscal responsibility for the department's budget.
WORKING CONDITIONS:
0% - No Work Conditions
WORK SCHEDULE:
Standard Hours: 37.5
JOB LOCATION:
Clemson, SC
APPLICATION DEADLINE:
December 19, 2024 at 11:59 PM (EST)
CLOSING STATEMENT:
Clemson University is an AA/EEO employer and does not discriminate against any person or group on the basis of age, color, disability, gender, pregnancy, national origin, race, religion, sexual orientation, veteran status or genetic information.
