HR Rep / Assistant to Chair

Logo : Posting Number :

STA00742PO25

Job Family :

Administrative Support

Job Function :

Administrative Services

USC Market Title :

Administrative Coordinator

Link to USC Market Title :

https : / / uscjobs.sc.edu / titles / 131920

Job Level : P1 - Professional

Business Title (Internal Title) :

HR Rep / Assistant to Chair

Campus : Columbia

Work County : Richland

College / Division :

College of Arts and Sciences

Department : CAS Mathematics

State Pay Band :

Approved Starting Salary :

$41,258

Advertised Salary Range :

$41,258 - $51,572

Part / Full Time : Full Time

Hours per Week : 37.5

Work Schedule :

Monday – Friday, 8 : 30am – 5 : 00pm

Must be willing to work a flexible schedule to meet the needs of the department.

Basis : 12 months

Job Search Category :

Administrative

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.

Advertised Job Summary :

The HR Representative and Assistant to the Chair in the Department of Mathematics is responsible for managing a wide range of administrative and human resources functions that support the department’s faculty and staff. This position coordinates all HR-related actions, including hiring, job changes, reappointments, and terminations for faculty and staff. Manages internal performance review process for department staff. Coordinates faculty searches and tenure and promotion processes, ensuring compliance with university policies. As assistant to the Chair, the position provides administrative support, manages scheduling and communication, and helps implement departmental initiatives. Additional responsibilities include preparing and distributing the Math Newsletter, fliers, and promotional materials; coordinating the logistical arrangements for workshops and conferences; maintaining inventory and purchasing; supporting faculty with instructional needs and overseeing the collection of syllabi and teaching evaluations.

Job Related Minimum Required Education and Experience :

Requires a bachelor’s degree in a job related field and 1 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and / or experience.

Preferred Qualifications :

In addition to the minimum education and experience required, preference will be given to those with university experience.

Knowledge / Skills / Abilities :

• Ability to work independently and proactively, to manage and prioritize multiple deadlines, and to complete tasks effectively and on time.
• Ability to provide accuracy of work and ensure confidentiality of private and sensitive information.
• Knowledge and ability to investigate, interpret, and explain state, university, and college policies and procedures related to human resources and related subjects.
• Ability to collect, create, organize, and interpret data, records, memos, and reports.
• Excellent oral and written communication skills.
• Good judgment and the ability to ensure accuracy of work and confidentiality with all private and sensitive information.
• Knowledge of modern offices practices, procedures, equipment, and software (e.g., Microsoft Word, Excel, Adobe Pro, Teams, Zoom).
• Ability to establish and maintain effective working relationships with faculty, staff, and students.

Job Duty :

Manage and coordinate human resources actions for all FTE faculty and staff, research grant faculty and staff, and temporary faculty (TFAC) and staff in the Department of Mathematics. Request and coordinate all faculty and staff hiring. Submit actions in People Admin to include, but not limited to, creating and updating position descriptions; creating and submitting job ads / postings; creating and submitting hiring proposals. Serve as back-up for graduate and undergraduate student hiring. Initiates HR actions in the HCM Peoplesoft system to include, but not limited to, job changes, additional pays, additional assignments, status changes, account changes, reappointments, separations / terminations. Work with FTE faculty in the department to coordinate and process Summer Instruction and ECOM hires. Review all HR documents prior to Department Chair approval. Will work with International Services on actions associated with international faculty members or research scholars. Maintains departmental personnel files.

Essential Function : Yes

Percentage of Time : 30

Job Duty :

Serves as the assistant to the Chair. Maintains the department Chair’s calendar, schedules appointments, and assists with correspondence and communication with faculty and other university offices. Assists chair with any other department initiatives as needed.

Schedules room reservations for meetings, lectures, and workshops for the Department of Mathematics. Prepare, distribute, and post weekly Math newsletter, fliers, and other promotional material for colloquia, conferences, seminars, lectures, and other related details including the Distinguished Lecture series. Make logistical arrangements for workshops and conferences including lodging, speakers, transportation, and related details. Prepare travel authorizations and travel reimbursement forms.

Supervises copy / scanning work requests from faculty; ensures that requests are completed accurately and on schedule. Assists other administrative staff with file management and organization, copying, or other responsibilities as needed.

Essential Function : Yes

Percentage of Time : 30

Job Duty :

Manages all logistical aspects of faculty searches, including managing postings, applications and supporting search committee members. Manages all travel & scheduling for faculty recruitment & searches. Communicates with new faculty hires, completing necessary hiring documents and submitting hiring packets to the college as required. Under the direction of the Department Chair and the faculty committee chairs, manages the documents processes for tenure and promotion (T & P) and faculty searches serves as custodian for files; assists committee chairs with preparation, organization, and storage of hard copy and electronic files; maintains records as required by university policy and department standards. Serves as the liaison between the department and the McCausland College of Arts and Sciences for all procedures associated with T & P and faculty searches.

Essential Function : Yes

Percentage of Time : 30

Job Duty :

Request and collect Fall, Spring and Summer course syllabi and weekly office hours from all instructors in the first three weeks of the semester. Prepare and post office hours at office for those not yet posted. Prepare teaching evaluation packets for instructors to pick up and process returned packets each academic term.

Essential Function : Yes

Percentage of Time : 30

Job Duty :

Provide assistance and guidance to the department’s faculty, staff and students to ensure compliance with federal, state, and University policies and procedures.

Essential Function : Yes

Percentage of Time : 30

Contribute to the success of the Department of Mathematics and to the overall success of the College of Arts and Sciences by performing all other duties and responsibilities as assigned.

Essential Function : Yes

Percentage of Time : 30

Coordinates the annual and off-cycle Employee Performance Management System (EPMS) review processes. Advise supervisors in the department, as needed, on the required procedures and paperwork to ensure they are in compliance with College and University policies and procedures. Review EPMS documents for accuracy before they are submitted to the College for approval and final processing. Serves as the Human Resources contact and TL / ABS Approver for the Department of Mathematics.

Essential Function : Yes

Percentage of Time : 30

Responsible for ordering Department of Mathematics office supplies, classroom supplies, and furniture using a purchasing card, purchase requisitions, or by charging to departmental accounts as specified by university procurement policies. Identifies appropriate accounts to be charged for purchases. Maintains the department’s inventory of office and classroom supplies; distributes supplies and re-stocks as necessary. Utilizes purchasing card to purchase faculty research materials, for payment of dues and memberships, and for advertisements for faculty positions. Serves as the department liaison with University Printing Services, processing printing requests for the department. Maintains communication and compliance with other university offices such as Financial Services and the Controller’s Office. Serves as the p-card liaison for the department.

Essential Function : Yes

Percentage of Time : 30

No

Hazardous weather category :

Non-Essential

Number of Vacancies :

Desired Start Date :

11 / 01 / 2025

Job Open Date : 09 / 09 / 2025

Job Close Date : 10 / 24 / 2025

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 October 24, 2025.

Quicklink for Posting :

https : / / uscjobs.sc.edu / postings / 194662

EEO Statement :

The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV / AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.