019854 Administrative Assistant

GENERAL RESPONSIBILITIES

In this challenging role, you will support the Culinary Arts department at Greenville Technical College. Duties may include any or all of the following:

-Manage functions specific to the Culinary Institute programs. Maintain inventory of reference cookbooks and instructional materials. Manage the revision process for lab packets and make revisions each semester. Coordinate materials and supplies for courses taught at career centers. Assist the department head with completing the semester class schedule and entering into Datatel as assigned. Maintain files for grades and final exams. Manage announcements and reservations for culinary luncheons. Prepare deposits for the luncheons and special events and maintain petty cash fund. Serve as backup culinary lab manager as needed to include lab management, maintenance for ordering system and pricing, purchase food and supplies, set up food demonstrations, maintain food purchase orders and receive and store deliveries. Manage invoice payment process and maintain blanket purchase order records. Review and process all purchasing card statements monthly.

-Manage recurring semester activities to include processing syllabi, department manuals, handbooks and distribution and copies of course materials needed. Assist with the completion of part-time pay agreements, dual employment paperwork, and monthly
payroll. Assist with adjunct contracts, release time forms, separation notices and rehiring paper work for department employees. Assist with book order submissions entry and desk of copies of books needed on a term to term basis. Assist with
collection of faculty locator cards. Assist with the inventory process for the department annually.

-Manage computer usage by utilizing Outlook to communicate campus-wide and off campus by email. Utilizing the internet for research, Utilize MS office Word, Excel, PowerPoint and Access for processing office tasks. Complete requisitions and review
purchase orders and vendor information. Utilize Datatel for student and course  information as well as purchasing needs. Maintain departmental purchasing records.

-Manage and provide secretarial support for the assigned program. Composing correspondence and proofreading all written communications. Handle complaints. Serving as the receptionist and provide customer service for all customers and guests.
Performing all forms of general office tasks and distribute mail. Make decisions using the highest levels of judgment and maintain confidentiality at all times. Process travel requests to include travel authorizations, travel arrangements, state car requests, and reimbursements for members of the department. Assist with student retention and recruitment activities. Perform other duties as required. Maintain office and instructional supplies. Maintain copiers and order supplies as needed. Handle class cancellations as directed by the department head. Maintain program marketing materials and keep information current. Manage the inventory process for the program. Assist with student advisement of course information as needed. Provide monthly updates of department budget with department head and lab manager. Process work orders with both the Maintenance and OIT Departments.

-Coordinate advisory committee functions for the Culinary Institute Programs. Schedule meetings and coordinate room set up and needs for the meetings. Communication with committee members and verify attendance. Prepare name tents and meeting handouts. Attend meetings and take and transcribe minutes. Maintain membership roster. Follow protocol for the addition of new members. Prepare the annual accreditation reports with the department head including any self studies needed at the time of reaffirmation. Prepare paperwork for ACF Certification for students. Maintain department meeting minutes.

Greenville Technical College is one of the largest institutions of higher learning in South Carolina – and we invite you to consider becoming a part of our team! GTC promotes a respectful campus culture that reflects appreciation for diversity and
inclusion at all levels. Visit www.gvltec.edu/diversity to learn more.