Program Assistant

Job Responsibilities

Budget

• Tracks and documents program expenditures.
• Processes payment requests for supplies, equipment, travel, services and catering.
• Initiates and submits forms for staff and participant travel.
• Reconciles procurement cards.

Administrative Support

• Answers phone and responds to email inquiries or forwards them to the appropriate person.
• Makes copies/scans as needed.
• Prepares/formats reports as requested.
• Schedules meetings and prepares materials.
• Assists Director with calendar and correspondence.
• Participates in, contributes to, and documents decisions made during staff meetings.

Employment

• Initiates and monitors required paperwork for hiring program personnel.
• Helps interview and select graduate associate and undergraduate office assistants.
• Trains and schedules undergraduate office assistants.
• Supervises office assistant work (e.g., preparation of workshop materials, greeting office visitors, and telephone coverage).

Event Planning

• Makes space reservations and catering arrangements.
• Solicits quotes for travel, reserves vehicles and trains students on travel procedures.
• Facilitates setup and breakdown of program events.

Data Management

• Organizes, maintains and secures program/student data using appropriate software (e.g., Student Access) and hard copy (file) storage systems.
• Maintains confidential student and program records; regularly audits student files.
• Helps compile program data required by the university and the U.S. Department of Education.
• Ensures efficient process for recording and distributing copies of student presentations.

Resource Management

• Organizes, orders, distributes and lends research and other program supplies that support the program’s mission.
• Periodically inventories program supplies and makes purchase recommendations.
• Documents resource allocation and participant support.

Benefits

Benefits for State Employees

The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.