Administrative Assistant

Administrative Assistant

Posting Details

POSTING INFORMATION

Internal Title

Administrative Assistant

Position Type

Classified

Faculty / Non-Faculty / Administration

Non-Faculty

Pay Band

4

Level

4

Department

Hispanic Studies

Job Purpose

Manages and maintains financial documentation and development of reports on budgets and expenditures for the Hispanic Studies (HISP) Department, the Latin American & Caribbean Studies (LACS) Program, and the Asian Studies (ASST) Program. Provides administrative support for department faculty and all related programs, including Linguistics. Assists the Hispanic Studies main office, as needed or upon request.

Minimum Requirements

High School diploma and experience with word processing, Excel spreadsheets and database management. Bachelor’s degree in accounting or business administration &/or 3 years of accounting/budgeting experience preferred. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Competency in Spanish and/or Portuguese language a plus. Must have strong oral and written communication skills and excellent interpersonal skills. Must be skilled in budgeting, bookkeeping and organization. Knowledge of relevant accounting and State regulations is helpful. Must be detail-oriented and capable of interpreting and applying rules and regulations to ensure security and accuracy of all financial documents. Must be able to work cooperatively, effectively, and efficiently with a wide variety of individuals from diverse cultures; must receive cordially all requests made by faculty and students. Skills in statistical analysis and assessment are helpful.

Additional Comments Regarding Position

Must be able to multi-task well in a busy environment.

Special Instructions to Applicants

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background and credit check.

All applications must be submitted online https://jobs.cofc.edu.

Salary

*$38,340 - $47,000

Posting Date

10/29/2025

Closing Date

11/12/2025

Benefits

• Insurance: Health/Dental/Vision
• Life Insurance
• Paid Leave: Sick/Annual/Parental
• Retirement
• Long Term Disability
• Paid Holidays
• Free CARTA Bus Service
• Employee Tuition Assistance Program (ETAP)
• Employee Assistance Program (EAP)
• Full Benefits Package – Click Here

Open Until Filled

No

Posting Number

2025146

EEO Statement

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

Quicklink for Posting

https://jobs.cofc.edu/postings/17332

Job Duties

Job Duties

Activity

Manages the state, Foundation, and grant budgets for the Hispanic Studies, Latin American and Caribbean Studies, and Asian Studies departments. This includes budget transfers, purchases, processing honorariums, and submitting reimbursement requests. The admin will be responsible for facilitating any departmental support for upcoming department and student events by purchasing the items required, paying for invoices for vendors, and submitting paperwork for honorariums.

Additionally, the administrator in this role will be responsible for allocating funding to programs such as the Linguistic Studies Program and the Portuguese Program, both of which are categorized under the Hispanic Studies index.

Manages the Travel Authorization and Travel Reimbursement forms for faculty and guests who are traveling on college business. This includes putting together TA and TR packets, booking flights and hotels (if applicable), and compiling any other necessary documentation required for travel.

Essential or Marginal

Essential

Percent of Time

40

Activity

Works with the associate chair in HISP, as well as the directors in LACS and AAST to build schedules for the fall, spring, and summer terms, inputting information into Banner, assigning classrooms, and managing capacities on all classes during the registration period leading into the terms.

Essential or Marginal

Essential

Percent of Time

40

Activity

Works as a resource for the faculty members in the department, responsible for placing different work orders for a variety of issues. Is also responsible for: office moving and arranging, printing signs and posters, going to Central Stores to pick up office furniture, working to create and order departmental promotional items, answering phones, fielding questions from students via email, taking notes during departmental meetings, ordering office supplies, and printing various materials including nametags, spreadsheets, notes, etc.

Essential or Marginal

Essential

Percent of Time

10

Activity

Manages all social media accounts associated with the departments. Is responsible for posting flyers for upcoming events, information on declaring a major/minor in the relevant department, as well as creating graphics to engage with students in the college. Will assist the other admin in flyer creation when needed and distribute via social media.

Additionally, the admin will receive and post flyers for student events and will often partner with student clubs to promote their events and offer support using social media and emails sent to students, as well as the monetary contributions.

Assists with website management, both externally on Charleston.edu and internally on the Hub. Creates changes to forms that faculty or students require, and makes updates as needed.

Essential or Marginal

Essential

Percent of Time

5

Activity

Works with the faculty and other admin to help plan upcoming events. This includes booking event spaces and providing blueprints of the space requirements to facilities (if applicable), arranging catering and other food options, and requesting or troubleshooting any IT technical requirements for the events. This may include driving to pick up items for events.

Essential or Marginal

Essential

Percent of Time

5