Administrative Support Specialist
Please see Special Instructions for more details.
UNC Charlotte Benefits Information:
https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.
- The Search Committee will not contact references without first verifying permission with the finalist.
Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
- Do not write 'see resume' on your application when completing the job duties section.
Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application if requested.
- These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
Position Information
General Information
| Vacancy Open to |
All Candidates |
| Employment Type |
Permanent - Part-time |
| If time-limited, note appointment end date |
|
| Hours per week |
25 |
| Months per year |
12 |
| Position Number |
006003 |
| NC Salary Grade Equivalency |
GN06 |
| Classification Title |
Administrative Support Specialist - Journey |
| Working Title |
Administrative Support Specialist |
| Salary Range |
$22,255 - $30,601 |
| Anticipate Hiring Range |
$22,255 - $27,819 |
| FLSA Status |
Non Exempt |
| Division |
Academic Affairs |
| Department |
College of Humanities & Earth and Social Sciences (Col) |
| Work Unit |
Organizational Science |
| Work Schedule |
25 hours per week within a flexible schedule.
Mondays are required.
This position may be eligible for a telework schedule once onboarding into position is complete and with supervisor approval. |
| Primary Purpose of Position |
The position serves as the primary Staff Assistant to the Director of the Organizational Science Program. The incumbent will administer and coordinate a variety of business and fiscal functions for this independent free-standing interdisciplinary business unit akin to a department - a unit that has an extensive educational function, an extensive employment function (e.g., management of over 30 doctoral students employment), an extensive community engagement function, an extensive collaborative function (coordinate operations and logistics across 2 colleges and 4 departments), and an outreach/consultative function.
Work requires knowledge of applicable unit policies and procedures, and information systems in order to communicate and process information involving programs, functions, and services. The range of duties include, but is not limited to, program coordination, program marketing and customer service, budget management, event planning, summarizing and reconciling information or financial data, records and facilities management, personnel administration and closely related functions.
Responsibilities include the co-supervision of other(s) broadly defined to include doctoral students, all of which are employed by the university, work-study students, contractors, etc. Additional duties include: preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting visitors/clients/staff/others, mail distribution, and photocopying. The completion of work often involves a public contact role to obtain, clarify, or provide information regarding activities of the work unit or program. |
| Minimum Education/Experience |
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education
and experience.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills, and abilities gained through three years of specialized office experience or an equivalent combination of education and experience. |
| Essential Job Duties |
- Provide general and specific support to the Director, faculty, and students in the Organizational Science Program and interfaces with the college, graduate school, and other units at the University as well as alumni and the broader community.
- Serve as the liaison and first point of contact for the program.
- Compile and summarize financial data for budget management, reporting, and projecting future expenses.
- Assist Director with coordinating and prioritizing funding, prepares budget documents and reports and maintains budget records for Director to review (general funds, grants/contracts, discretionary funds, recharge, Quasi, etc.) including the verification of account balances.
- Process purchasing requisitions, budget revisions, check requests/deposits, travel, and graduate assistantships.
- Maintain databases of all student activity (recruitment, progress, etc.), and assist with faculty/student evaluations for all semesters.
- Create and maintain various databases for report and statistical information.
- Adjust to changing projects, while working with Chairs/Directors/Deans.
- Acquire and Maintain general knowledge of programs and be prepared to troubleshoot/resolve unexpected problems or questions regarding the program as they arise.
- Enter course schedules for each semester and issue course permits for all students each semester.
- Utilize, reconcile and manipulate data for management reports from different internal and external sources. Apply an understanding of the information in order to extrapolate key data elements.
- Apply knowledge of programs, policies and procedures to interpret and communicate information to meet the specific needs of clients and students.
- Create program marketing materials and content. Maintain the program's web and social media presence.
|
| Other Work Responsibilities |
- Balance internal accounting records against Banner/ePrint.
- Review and reconcile financial data; identify variances; research financial and/or budget policies and apply them to specific requests. Develop corrective actions.
- Submit and approve accounting functions (49erMart, invoices, P-Card Transactions, orders office supplies/office equipment, etc.).
- Assist director, students, and faculty with walk-in requests (permits, special requests and program and event equipment, supplies and materials).
- Oversee and maintain the Listservs and websites for the program.
- Maintain and monitor the equipment for the program offices (copier, fax, and computer issues).
- Utilize university and other software programs to maintain website, student records, and budgets.
- Arrange student offices annually; rooms for classes each semester; and rooms for meetings/events. Maintain/monitor program equipment and supplies, student computer maintenance and software.
- Provide support by assisting with scheduling room reservations, meals, and event planning.
- Other duties, as assigned.
|
| Departmental Preferred Experience, Skills, Training/Education |
- Bachelor's Degree is preferred.
- Experience working in Higher Education is preferred.
- Two or more years of office administration experience is preferred.
- Financial management/budget experience and proactive organizational skills are a plus.
- Intermediate experience and skills in use of Microsoft Office and Google Suite software is desired.
- Experience with problem solving, resourcefulness, and effective communication skills are a plus.
- Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred.
- Knowledge of Banner, Report Central and other simalarly used university systems is desired.
- Strong attention to detail is essential.
- Ability to prioritize tasks and organize time efficiently is strongly desired.
|
| Necessary Licenses or Certifications |
|
| Work Location |
Colvard |
| Posting date |
02/11/2025 |
| Closing date |
02/18/2025 |
| Proposed Hire Date |
03/17/2025 |
| Contact Information |
|
| Special Notes to Applicants |
UNC Charlotte Benefits Information:
https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.
- The Search Committee will not contact references without first verifying permission with the finalist.
Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
- Do not write 'see resume' on your application when completing the job duties section.
Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application if requested.
- These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
|
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- *
How did you hear about this employment opportunity?
- UNC Charlotte Website
- HERC Job Board
- Inside Higher Education
- Circa (formerly known as Local JobNetwork)
- Another Website
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Other
Where did you learn about this posting?
(Open Ended Question)
- *
Do you have experience with both Microsoft and Google Suite applications? Is so, please indicate which and the associated applications as well as your level of experience (beginner, intermediate, advanced).
(Open Ended Question)
- *
How many years of office administration experience do you have?
- Less than 1 year
- 1 - 2 years
- 2 - 4 years
- 4 - 6 years
- 6 - 8 years
- 8 - 10 years
- 10 + years
- None
- *
Do you have professional financial management and budget experience?
- Yes
- No
- Knowledge of with limited experience
- *
Do you have experience with any of these university systems such as Banner, Report Central, Internet Native Banner or similar systems? If so, please indicate which systems and your experience.
(Open Ended Question)
Required Documents
- Resume / Curriculum Vitae
- Cover Letter / Letter of Interest
- Contact Information for References
Optional Documents
|
University of North Carolina Charlotte
$22,255 - $30,601
Feb 12, 2025