Administrative Support Specialist

Job description

Posting Details

Posting Details

Requisition NumberS1920Position Number002961Position Classification TitleAdminstrative Support SpecFunctional TitleAdministrative Support SpecialistPosition TypeStaffUniversity Information

UNC Greensboro, located in the Piedmont Triad region of North Carolina, is 1 of only 57 doctoral institutions recognized by the Carnegie Foundation for both higher research activity and community engagement. Founded in 1891 and one of the original three UNC System institutions, UNC Greensboro is one of the most diverse universities in the state with 20,000+ students, and 3,000+ faculty and staff members representing 90+ nationalities. With 17 Division I athletic teams, 85 undergraduate degrees in over 125 areas of study, as well as 74 master’s and 32 doctoral programs, UNC Greensboro is consistently recognized nationally among the top universities for academic excellence and value, with noted strengths in health and wellness, visual and performing arts, nursing, education, and more. For additional information, please visit uncg.edu and follow UNCG on Facebook, Twitter, and Instagram.

Primary Purpose of the Organizational Unit

UNCG Online offers services and programs to support and grow online education at UNC Greensboro, primarily focused on new online program planning and incubation, online course development, marketing and recruitment, faculty support, and online student support services. In addition, in concert with UNCG faculty, UNCG Online leads and supports various academic projects and initiatives related to shaping the future of online learning at UNC Greensboro.

Position Summary

This position is in the Division’s Budget and Financial Service unit. The position is primarily responsible for EPAFs for payroll and the summer program, SpartanTalent postings and positions, reconciliations, timekeeping, Pcard transactions, and eMarketplace. The position is also responsible for accounts payable, purchasing, accounts receivable and receipts, expenditures and fund reconciliations, hiring, summer session, invoicing, and events. The position must establish work standards, priorities, and procedures to meet deadlines, maximize efficiency and productivity levels to meet the goals of the Division and the Budget and Financial Service unit. The incumbent is expected to establish performance goals that emphasize accuracy, customer service, and time management.

Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE.

Additional Required Certifications, Licensures, and CertificatesPreferred QualificationsAlternate Option

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

Special Instructions to Applicants

Applicants must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail for your qualifications to be considered.

Applicants are required to upload the following documents with their electronic application:

  • Resume
  • Cover Letter
  • List of References

Applicants are required to upload a list of references of at least three (3) professional references that includes:

  • Name
  • Company Name
  • Type of reference (Professional, Supervisor, Colleague, Academic or Personal). One (1) of those references will need to be a current or previous supervisor.
  • Email Address
  • Contact Phone Number

Applications are not successfully submitted until an online confirmation number has been received at the end of the application process.

Recruitment Range$38,989 - $45,834Org #-DepartmentUNCG Online - 10302Work Hours of Position8 A.M - 5 P.M., M-FNumber of Months per Year12Posting RequirementsJob FamilySecretarial and ClericalCareer Banded TitleAdminstrative Support SpecOpen Date10/04/2019Close Date10/28/2019FTE 1.000FLSANon-ExemptIf other, please indicateIf time-limited, please specify end date for appointment.Salary Grade Equivalency63Key Responsibilities

Key Responsibilities

Key Responsibility

Communication

Essential Tasks

Communicate purchasing, contract, and other business guidelines to staff, faculty and others. Serve as an official Division liaison with UNCG Human Resource Services. Serve as an official Division liaison with UNCG Payroll Office.

Key Responsibilities

Key Responsibility

Financial Management/Budgeting

Essential Tasks

Managing funds of various types: state, trust, discretionary, grants, and receipt-based. Responsible for assigning fund and account numbers to account disbursements and revenue receipts. Approval limit is up to the fund and/or account balance. Prepare and process budget transfers as needed. Process Division’s purchase request and orders for equipment, software, furniture, renovations and supplies. Assign fund numbers; prepare and process appropriate purchasing/ accounting forms. Manage the Division’s accounts receivable. Duties include billing, collections, and records. Research and interpret financial and/or budget policies, explain, and apply them to specific requests. Responsible for resolution of problems in the account payables, receivables and other financial functions. Assist with summer session supplies and hiring.

Key Responsibilities

Key Responsibility

Business Records and Management

Essential Tasks

Serve as Division’s backup PCard Coordinator. Demonstrate thorough working knowledge of the University’s purchasing and PCard policies and procedures. Interpret and apply the State’s and University’s established policies regarding purchasing and use of corporate credit cards. Instruct staff in policies and procedures. Maintain complete and accurate records of purchasing and PCard activities. Be prepared to provide information and records for audits. Job searches and hiring of permanent and temporary department personnel – EHRA, SHRA, and student employees. Apply standard business practices in unit’s daily operations. Maintain financial, personnel, and payroll records and systems. Responsible for maintenance, records, and enforcement of policies for use of the Division’s equipment and software licenses.

Key Responsibilities

Key Responsibility

Information Processing and Decision Making/Problem Solving

Essential Tasks

Communicate with the department concerning the managed printing services, the GCN. Serve as the Division’s resource on purchasing PCard policies, regulations, and procedures. Research, interpret, and explain policies and apply them to specific requests. Maintain current knowledge base of financial policies and procedures in order to be an excellent source for interpretation and application of policies. Manage the Division’s equipment and software. Establish procedures for use of the Division’s equipment and software. Maintain records, maintenance schedules, and insurance. Verify, analyze, and summarize financial activity over a period of time for management review. Using MS Excel, reconcile and balance the Division’s funds and accounts records with the University’s financial system, Banner Finance. Responsible for correcting and adjusting funds assigned to position in the Division’s electronic accounting application and approving correcting journal entry requests to the University Accounting Services office. Develop new processes and procedures to improve business workflow in the Division of tasks assigned to the position.

Competency

Competency

CompetencyProblem SolvingCompetency Description

Independently resolves and/or develops recommendations fro unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work units.

Competency LevelAdvanced Competency

CompetencyBudgetingCompetency Description

Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility.

Competency LevelAdvanced Competency

CompetencyInformation/ Records AdministrationCompetency Description

Performs research, data collection and analysis of information and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures.

Competency LevelAdvanced Competency

CompetencyCommunication - VerbalCompetency Description

Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training.

Competency LevelAdvanced Competency

CompetencyCommunication - WrittenCompetency Description

Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation.

Competency LevelAdvanced Competency

CompetencyOffice TechnologyCompetency Description

Utilizes advanced training/knowledge; integrates varying software applications and systems for information and records purposes.

Competency LevelAdvancedADA Checklist

ADA Checklist

"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)

Physical EffortHand Movement-Repetitive Motions - O, Hand Movement-Grasping - O, Holding - O, Finger Dexterity - O, Vision-Skilled Trades - O, Reading - F, Writing - O, Eye-hand coordination - O, Vision-Color Distinction - O, Vision-Preparing/Analyzing figures - C, Vision-Visual inspection - C, Vision-Measuring/Assembling at distance close to eye - F, Hearing - C, Talking - C, Standing - O, Sitting - O, Walking - O, Lifting-0-30 lbs. - O, Pushing/Pulling - O, Climbing-Stairs - O, Bending - O, Squatting - O, Reaching - OWork EnvironmentInside - CApplicant DocumentsRequired Documents
  1. List of References
  2. Resume/CV
  3. Cover Letter
Optional Documents
  1. Reference Letter 1
  2. Reference Letter 2
  3. Reference Letter 3
  4. Other Documents
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have experience with Banner Finance?
    • Yes
    • No
  2. * Do you have experience with Banner Human Resources?
    • Yes
    • No
  3. * Do you have any experience in PCard and eMarketplace?
    • Yes
    • No
  4. * Are you familiar with the North Carolina Purchasing policies?
    • Yes
    • No
  5. * Do you have experience processing Electronic Personnel Action Forms (EPAFs)?
    • Yes
    • No
  6. * Do you have previous budgeting experience, if so how many years and please explain in detail.

    (Open Ended Question)

  7. * Are you able to create complex budgeting models using tools such as Microsoft Excel?
    • Yes
    • No
  8. * Briefly describe your experience creating custom reports in Microsoft Excel.

    (Open Ended Question)

  9. * Please indicate how you learned of the vacant position for which you are applying:
    • SpartanTalent Website
    • Piedmont Triad Area Newspaper
    • The Chronicle of Higher Education
    • Inside Higher Ed
    • Other professional journal / website
    • NCWorks.gov
    • UNC School System Job Board
    • Personal Networking
    • Facebook
    • Twitter
    • Indeed.com
    • NorthCarolinaDiversity.com
    • Other
  10. If you selected "Other", please provide the name of the resource here.

    (Open Ended Question)

  11. * Are you eligible to work in the United States without sponsorship?
    • Yes
    • No

 

 

 

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Job No:
Posted: 10/5/2019
Application Due: 10/28/2019
Work Type:
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