Skip to main content

This job has expired

Administrative Specialist

Employer
University of North Carolina at Wilmington
Location
Wilmington, NC

View more

Job Details

Posting Details

Posting Details

Vacancy Number S00935 Working Title Administrative Specialist Career Band Title Administrative Specialist Location of Workplace Main UNCW Campus Competency Level Journey Brief Summary of Work for this Position

The Administrative Specialist position assists the Assistant Vice Chancellor (AVC) for Development Operations, as well as the staff in the Vice Chancellor University Advancement (VCUA) suite and supports the Advancement Events and Boards team, the Advancement Services team and the Business Officer. The Administrative Specialist serves as a liaison between the AVC and university areas.
Key Responsibilities:

Provides exceptional customer service in the VCUA office and acts as main receptionist

Coordinates state fundraising registrations with UNCSO, Chancellor, VCBA, for UNCW; coordinates state fundraising registrations for UNCW Foundation and the Seahawk Club with UNCSO and associated entities accountant; ensures data provided is accurate and requests/analyzes statistical data as required for the registration forms from the Director of Advancement Services

Manages business operations for specific departmental funds in UA and tracks/monitors/analyzes assigned budgets for trends and assists in budget preparation and administration

Submits and processes travel requests

Coordinates purchasing cards, travel cards and the reconciliation of related transactions

Processes purchase orders including receipting

Submits and processes check requests, interdepartmental invoices and journal entries

Processes and tracks facilities and special projects requests

Serves as backup to the Business Officer in the division’s timekeeping role and for PeopleAdmin and Human Resources related matters including the creation of job descriptions, establishing searches and managing the process electronically

Analyzes priority needs for meetings, timeframes and deadlines

Anticipates needs of the AVC, the Advancement Events and Boards team, the Advancement Services team and the Business Officer and supports them proactively

Manages the UA Conference Room scheduling

Manages all aspects of golf cart scheduling, maintenance and preparation for use N.C. Minimum Required Knowledge, Skills, & Abilities

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

Additional knowledge, skills, and abilities required to perform the essential functions of the position

Ability to identify, analyze, and evaluate situations or problems to determine and implement appropriate courses of action with regard to walk-in guests and telephone conversations for internal and external constituencies; ability to respond to questions and issues that deviate from standard operating procedures

Superior written and verbal communication, interpersonal, relationship building, creative problem solving skills

Demonstrated ability to use basic accounting skills to process standard UNCW business transactions

Demonstrated ability to work interdependently and independently in a collaborative environment is vital

Demonstrated passion for service excellence, integrity, a positive outlook, commitment to the highest standard of donor ethics, a strong work ethic, be self-motivated and committed to high performance and dedication to the value of higher education

Ability to organize and adjust workload to handle multiple responsibilities simultaneously

Ability to maintain positive working relationships using good judgment and discretion with high level UA administrators and other staff along with their university partners that they encounter in their work

Dedication to providing common support to the UA Division and to participate and engage in activities that support this mission beyond those items specifically listed above

Excellent computer skills including Microsoft Office, Outlook, Excel, Word; project management software experience a plus

Ability to manage business operations for specific departmental funds in UA and track/monitor/analyze assigned budgets for trends and assist in budget preparation and administration

Ability to process and submit travel requests, coordinate Purchasing Cards and reconciliation of transactions; process and receipt Purchase Orders; process and submit check requests, interdepartmental invoices, and journal entries; process facilities and special project requests

Preferred education, professional skills and experience

Knowledge of UNCW practices and procedures in regard to business transactions and ability to implement appropriately

Ability to quickly form positive relationships within University Advancement and across campus to promote assigned initiatives

Experience working in a fast paced environment using diplomacy to move initiatives forward in a positive manner

Experience/proficiency using ChromeRiver

Experience/proficiency using PeopleAdmin

Experience/proficiency with AIM

Experience/proficiency with Banner Finance

Experience/proficiency with U-Shop Certifications or licensure required to perform the essential functions of the position

None

Recruitment Range $35,000 - $37,500 NC Salary Grade Equivalency 59 Hours Per Week 1.0 (40 hours per week) Months Per Year 12 Months Work Days Monday - Friday Work Hours 8:00AM - 5:00PM Anticipated Ending Date if Time-Limited Position Number 7985 Job Posting Date 04/18/2019 Posting Close Date 05/06/2019 Special Instructions

PLEASE NOTE: Position will close at 11:59pm on the Posting Close Date stated in this posting. To receive full consideration, please be sure you have fully completed the entire application before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application. Due to the high interest in positions at UNCW, we are happy to answer any questions you may have regarding the position if selected for an interview. Thank you in advance for your understanding.

You will be required to attach a cover letter and resume to successfully apply for this position. To receive full consideration, please be sure you have completed the ‘Work History’ section of the application before you apply for this position.

For more info/to apply visit http://jobs.uncw.edu. Applications must be submitted through the online application system to be considered.

This position is being recruited at the journey level. If no applicants apply who meet the required competency and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

EEO Statement

The University of North Carolina at Wilmington is committed to and will provide equality of educational and employment opportunity for all persons regardless of race, sex (such as gender, gender identity, marital status, childbirth, and pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, political affiliation, veteran status, military service member status, genetic information, or relationship to other university constituents – except where sex, age, or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for State funded employee benefit programs.

External Link to Posting http://jobs.uncw.edu/postings/14143 Applicant Documents Required Documents
  1. Resume
  2. Cover Letter
  3. List of 3 Professional References
Optional Documents
    Posting Specific Questions

    Required fields are indicated with an asterisk (*).

    1. * Briefly describe your experience working with each of the following Microsoft programs: Outlook, SharePoint, Word, and Excel or similar software programs.

      (Open Ended Question)

    2. * Have you ever worked with PeopleAdmin, ChromeRiver, Banner HR, Banner Finance? Please describe your responsibilities with each system.

      (Open Ended Question)

    Organization

    Read our Diversity Profile

    Our Mission 

    The University of North Carolina Wilmington is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its superb faculty and staff and consistently recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking. 

    UNCW, a public institution with nearly 16,000 students, offers an array of high-quality programs at the baccalaureate and graduate levels as well as doctoral programs in educational leadership, marine biology, nursing practice and psychology. UNCW also offers a number of distance learning options, including clinical research, an accelerated R.N.-to-B.S.N. program and an Executive MBA program, taught exclusively online and specifically structured for working professionals. The university operates extension sites in several regional counties.

    UNCW is recognized nationally as a military-friendly university and works closely with Coastal Carolina Community College, Marine Corps Base Camp Lejeune and Marine Corps Air Station New River to offer programs designed for military personnel and their families. UNCW is committed to providing resources to military-affiliated students transitioning into the university. The Office of Military Affairs coordinates a comprehensive program of support services for military-affiliated students and advocates for student veterans, active-duty personnel and dependents.

    The university takes a leadership role in the long-term growth of the region. UNCW actively supports economic development through advanced biotech research at its CREST Research Park and the Center for Innovation and Entrepreneurship, which works to identify and nurture high-growth, low-impact companies in southeastern North Carolina.

    Learn more about UNCW at www.uncw.edu.

    Student Profile

    Total enrollment 15,740
    *2016 fall semester reporting as of October  2016

    Undergraduate 13,914       

    Graduate 1,826

    UNCW is dedicated to offering a community rich in diversity and inclusion, global perspectives and enriching the quality of life through scholarly community engagement. The university has formed numerous partnerships that provide students with internships, volunteer opportunities and research experiences.

    As a long-time member of the President’s Higher Education Community Service Honor Roll and recipient of the Community Engagement Classification by the Carnegie Foundation for the Advancement of Teaching, UNCW is deeply committed to civic engagement. The university offers service-learning courses and philanthropic opportunities to faculty, staff and students.

    Faculty Profile

    UNCW employs 1,041 faculty (2016 fall semester reporting as of October 2016) in the College of Arts and Sciences, the College of Health and Human Services, the Cameron School of Business, the Center for Marine Science, the Graduate School, Randall Library and the Watson College of Education. A majority of faculty hold doctoral or other terminal degrees. 

    Learn more at www.uncw.edu/oira/data.html.

     

    UNCW Earns Top Rankings

    The Princeton Review
    The University of North Carolina Wilmington is a featured school on The Princeton Review’s list of “Best Southeastern Colleges 2017.”

    U.S. News & World Report
    UNCW has consistently had a prominent presence on the U.S. News list. The university is ranked 6th among public universities and 16th overall in the publication’s list of “Best Regional Universities in the South for 2017.”

    Kiplinger’s Personal Finance
    UNCW has been named a “Best College Value for 2017” by Kiplinger’s Personal Finance, ranking in the top 100 public universities.

    Fiske Guide to Colleges
    UNCW was selected for inclusion in the Fiske Guide to Colleges 2017, which highlights the nation’s “best and most interesting” colleges and universities.

    Military Times
    UNCW ranks 58th on a national list of “Best for Vets: Colleges 2017” by Military Times, an independent publication for members of the U.S. armed forces and their families. Among North Carolina colleges and universities, UNCW placed 3rd amid veteran-friendly colleges and universities.

    More information is available at www.uncw.edu/rankings.

    Diversity and Inclusion

    In the pursuit of excellence, the University of North Carolina Wilmington actively fosters, encourages and promotes inclusiveness, mutual respect, acceptance and open-mindedness among students, faculty, staff and the broader community. Diversity is an educational benefit that enhances the academic experience and fosters a free exchange of ideas from multiple perspectives.

    UNCW has been recognized for impressive gains in graduation rates nationally among four-year public universities from The Education Trust, having significantly improved six-year graduation rates among underrepresented minorities and reduced the gap between white and minority students over the past decade. That progress occurred even as average graduation rates improved for all students. 

    More information on our university-wide diversity efforts and support can be found at www.uncw.edu/diversity.

     

    Employment

    UNCW is committed to and will provide equality of educational and employment opportunity for all persons regardless of race, gender, gender identity, sex (such as marital status or pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, genetic information, political affiliation, veteran status or relationship to other university constituents, except where sex, age or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for state-funded employee benefit programs.

    For more information, visit www.uncw.edu/hr.

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert