Fraternity & Sorority Life Operations Coordinator at Clemson University in Clemson, South Carolina

Job Description:

Clemson University



Job ID:109316

Location:Norris Hall

Full/Part Time:Full-Time

Regular/Temporary:Regular

JOB SUMMARY:

The Operations Coordinator for Fraternity and Sorority Life is responsible for providing administrative and logistical support for the Office of Fraternity and Sorority Life. Other duties as assigned.

JOB DUTIES:

35% - Essential - FSL and Council Financial Functions: Tracking of the department budget and CUSG funding allocation for the Greek Councils to include maintaining internal spreadsheets and monitoring expenses for assigned allocations. Oversee the department revenue of the FSL fee to Student Financial Services. Respond to inquiries regarding questions or concerns about the FSL fee and acting independently when taking appropriate action. Ensure invoices and contracts are properly submitted for processing through the appropriate university and division processes and systems, following outlined Procurement policies. Act as the primary departmental p-card holder; maintaining all records, monitoring its use ensuring all purchases are made according to Procurement guidelines, and completing the upload process through the university system according to its instruction and deadlines. Advise student leaders on university policy and procedures associated with making purchases.

25% - Essential - Department and Division Support: Manages the day-to-day operation of the FSL office and the front desk reception. Provides administrative support to full-time and graduate staff. Performs daily administrative support functions (responds to inquiries and requests, provide accurate and timely information, schedule appointments and maintaining confidential personnel and department files). Schedules weekly team meetings and prepares minutes. Oversees activities related to maintenance and improvement of office facilities and supply inventory. Utilizes University Cascade Content Management System to update and maintain department website content to present current information regarding programs and services. Maintains the reservation system for the Norris Classroom and the Norris Guest Suite. Serves on University and Division committees as assigned.

25% - Essential - FSL Records Processes: Manages the FSL student database (Greek Roster System) which houses data on active members and alumni. Coordinates maintenance and updates to the Greek Roster System by working directly and independently with University web developer. Maintains online membership cards to ensure a card is signed and on file for each member of the FSL Greek Community (approx. 6700 students). Coordinate FERPA training for chapter presidents and academic chairs ensuring training is completed in a timely manner. Oversees the release of chapter grade reports for 50 FSL chapter presidents and academic chairs. Coordinates the signing of Student Organization agreement for 50 FSL chapters by sending to chapter presidents and tracking the signing to ensure agreements are signed by the designated deadline.

10% - Essential - Event Planning Support: Supports full-time and graduate staff with logistics for departmental programs, including facility reservations and catering. Provides on-site logistical support as needed after business hours.

5% - Essential - FSL Personnel Functions: Manages and coordinates the hiring process logistics for FTE s to include scheduling interviews, making travel arrangements, coordinating interview itinerary, and assisting with the departmental onboarding process. In coordination with Student Affairs Business Operations (SABO), acts as the departmental HR Liaison to complete hiring paperwork for all FTE's, departmental graduate assistants, temporary employees, and student desk assistants. Ensures documentation is submitted to SABO-HR in a timely manner and following communicated deadlines. Hires, trains, and supervises student desk assistants to include scheduling and approving time worked through the university timekeeping system. Upon hiring new full-time staff, coordinates and submits the requested Division Onboarding Checklist items to SABO-HR; including, but not limited to, name badge and business card information, an employee headshot, and a short bio for division communication. Directly orders Team apparel following Procurement Apparel policies and procedures, and other items as deemed appropriate by the Assistant Dean of Student/Director.

MINIMUM REQUIREMENTS:

Education - High School or equivalent and relevant experience in business management, public administration, or administrative services.
Work Experience - 1+ years

RESPONSIBILITIES:

JOB KNOWLEDGE
Fundamental Job Knowledge - Fundamental working knowledge of concepts, practices and procedures and ability to apply in varied situations

SUPERVISORY RESPONSIBILITIES
Supervises Student Workers only - Supervises Student workers only

BUDGETARY RESPONSIBILITIES
No Budget Responsibilities - No fiscal responsibility for the department's budget.

WORKING CONDITIONS:

No Work Conditions

WORK SCHEDULE:

Standard Hours: 37.5

JOB LOCATION:

Clemson, SC

APPLICATION DEADLINE:

Apply by September 30, 2024.

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.

PI250229821

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