Administrative Support Specialist

The Business Services organizational unit is a key support entity for the entire campus, delivering essential services to students, faculty, staff, and visitors. Comprised of self-sustaining entities, its strategic goals focus on operational excellence, revenue generation, and exceptional customer service. Business Services supports a broad and diverse customer base through several functional areas: Dining Services, Bookstore, Conference and Institutes, Post Office, Passport Services, Ramgraphixs, Vending, Ram Card, Ticket Office, Parking and Transportation Services.

This position will expedite the flow of information; interpret procedures, rules and policies to university departments and organizations. Perform a variety of administrative functions in the office of Business Services. In addition, this position will assist in the daily operations of Dining Services, Vending, Ram Card, Mail Center, Passport Office and Student Blue Insurance

Demonstrates professionalism, responsiveness, and a commitment to excellence in serving students, faculty, staff, and external partners. Effectively communicates and actively listens to understand customer needs and provide accurate, timely solutions. Maintains a positive and courteous demeanor, even in high-pressure situations, ensuring a welcoming and supportive environment.

Assist in reconciling invoices for all vendors, ensuring accuracy and compliance with financial policies. Order supplies and maintain inventory for the Business Services Office, Auxiliary Units, and on-campus vendors. Review existing contracts to ensure vendor compliance and verify invoices for appropriate payment. Additionally, assess contracts to confirm correct vendor payments to the university, including scholarships and commission payments. Monitor budget and fund availability to facilitate timely and accurate payment processing.

Prepare fund transfers for special food events as contracted by campus departments and organizations, ensuring accurate financial processing. Prepare requisitions for maintenance providers and supplies to support daily operations. Collaborate with IT to update and maintain the RMS platform, ensuring all features related to meal plans function properly. Conduct monthly verification of contractor campus card sales to ensure accuracy and compliance with financial agreements.

Demonstrates thoroughness and accuracy in work, ensuring all tasks are completed with precision and minimal errors. Pays close attention to discrepancies in invoices, budgets, and vendor agreements, ensuring proper reconciliation and adherence to university policies. Proactively identifies and resolves potential issues before they impact operations. Maintains organized records and follows up on pending tasks to ensure completion. Consistently applies a high level of accuracy in data entry, reporting, and administrative processes.

Other duties as assigned.

The mission of Business & Auxiliary Services is to provide quality services to the university community in the areas of Postal Services, Passport Services, Ticket Office, Dining Services, Ram Card, Conferences and Institutes, and Parking and Transportation. The selected candidate will support these units by ensuring efficient operations within the defined guidelines and policies of the university while delivering excellent service to students, faculty, staff, and other stakeholders.

Donald J. Reaves Student Center, Suite 200

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

12 months

Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.

If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.

Failure to complete the application completely may result in you not being considered for the vacant position.

Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.

Winston Salem State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran and National Guard.

If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834

This position will expedite the flow of information; interpret procedures, rules and policies to university departments and organizations. Perform a variety of administrative functions in the office of Business Services. In addition, this position will assist in the daily operations of Dining Services, Vending, Ram Card, Mail Center, Passport Office and Student Blue Insurance.

Demonstrates professionalism, responsiveness, and a commitment to excellence in serving students, faculty, staff, and external partners. Effectively communicates and actively listens to understand customer needs and provide accurate, timely solutions. Maintains a positive and courteous demeanor, even in high-pressure situations, ensuring a welcoming and supportive environment.

Assist in reconciling invoices for all vendors, ensuring accuracy and compliance with financial policies. Order supplies and maintain inventory for the Business Services Office, Auxiliary Units, and on-campus vendors. Review existing contracts to ensure vendor compliance and verify invoices for appropriate payment. Additionally, assess contracts to confirm correct vendor payments to the university, including scholarships and commission payments. Monitor budget and fund availability to facilitate timely and accurate payment processing.

Prepare fund transfers for special food events as contracted by campus departments and organizations, ensuring accurate financial processing. Prepare requisitions for maintenance providers and supplies to support daily operations. Collaborate with IT to update and maintain the RMS platform, ensuring all features related to meal plans function properly. Conduct monthly verification of contractor campus card sales to ensure accuracy and compliance with financial agreements.

Demonstrates thoroughness and accuracy in work, ensuring all tasks are completed with precision and minimal errors. Pays close attention to discrepancies in invoices, budgets, and vendor agreements, ensuring proper reconciliation and adherence to university policies. Proactively identifies and resolves potential issues before they impact operations. Maintains organized records and follows up on pending tasks to ensure completion. Consistently applies a high level of accuracy in data entry, reporting, and administrative processes.

Other duties as assigned.