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Administrative Support Specialist - Journey

Employer
University of North Carolina at Greensboro
Location
Greensboro, NC

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Job Details

Posting Details

Posting Details

Requisition NumberS1966Position Number002723Position Classification TitleAdminstrative Support SpecFunctional TitleAdministrative Support Specialist - JourneyPosition 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

The Department of Geography, Environment, and Sustainability is a student-centered department having a three-fold integrated mission encompassing teaching, scholarship, and service. The Department offers a program presenting an integrative perspective on the relations among social, political, economic, and physical phenomena occurring across space. The Department is committed to teaching the concepts and research methods to prepare majors for professional careers and/or advanced study. Non-majors are presented the geographic knowledge needed to understand the nature of the human and environmental patterns found in the world around them. Graduate student education is focused on preparing our students for advanced professional careers and/or further graduate study. The Department is committed to excellence in both theoretical and applied research. Undergraduate and graduate student involvement in research is encouraged to develop student understanding, reasoning, and technical skills. Through scholarship, teaching, and service, the Department of Geography, Environment, and Sustainability is dedicated to bettering our community, nation, and planet.

Position Summary

The Administrative Support Specialist is responsible for managing the daily operations of the Geography, Environment, and Sustainability Department. This includes responsibility for personnel and financial management, course scheduling, event planning, generation of reports, and supervision of student employees.

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 Qualifications

Experience working in a university setting
Experience with Banner

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

  1. Name,
  2. Company Name,
  3. Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor.
  4. Email Address
  5. Contact Phone Number
Recruitment Range$36,121 - $40,134Org #-DepartmentGeography/Environment/Sustain - 12235Work Hours of Position8 A.M. - 5 P.M., Monday - FridayNumber of Months per Year12Posting RequirementsJob FamilySecretarial and ClericalCareer Banded TitleAdminstrative Support SpecOpen Date12/03/2019Close Date12/12/2019FTE 1.000FLSANon-ExemptIf other, please indicateIf time-limited, please specify end date for appointment.Salary Grade EquivalencyKey Responsibilities

Key Responsibilities

Key Responsibility

Event Planning

Essential Tasks

Scheduling and coordinating Department Seminars, Lectures, and Workshops (room reservations, process guest speaker payment, flyers, email mailings, add to website schedule, purchase of food and set up and clean up, etc).

Key Responsibilities

Key Responsibility

Customer Service

Essential Tasks

•Field routine questions regarding the department
•dealing with other administrative offices on Campus (e.g. Offices of the Dean, Associate Provost for Research, Provost, Chancellor; Payroll, Facilities Operations)
•dealing with outside vendors of software and hardware used in the department

Key Responsibilities

Key Responsibility

Personnel & Budget/Financial Management

Essential Tasks

•Manage various department funds: general, discretionary, grants, enrichment, overhead, E&T, start-up funds, faculty indirects
•maintain budget records on spreadsheets
•reconcile accounts monthly with ePrint
•reconcile P-card activity
• exercise signature authority on all departmental accounts
•verify account balances; challenge questionable expenditures and bring to Chair’s attention
•develop reports for use in decision making by department head
•provide budget reports to PI’s and the department head – when requested
• make recommendation for efficient use of funds
•realign grant and departmental budgets as needed for changing priorities and expenditures
•responsible for all post-award management of grants. This includes making sure expenditures are made within grant guidelines, monitoring the processing of expenditures in Contracts and Grants and Accounts Payable, and regularly updating faculty on the status of their accounts through spreadsheets reports.
• Processing all accounts payable and accounts receivable for the department. Transfer funds between accounts as needed.
•Place purchase orders and supply orders through eMarketplace.
•Manage EHRA Personnel Budget
•Create and maintain spreadsheet to manage constantly changing Temporary Salary Reserves (TSR) budget
•Manage Graduate Assistantship Personnel Budget for MA and PhD programs
•Create and maintain spreadsheet to manage in-state and out-of-state tuition waivers
•Be aware of and apply university EHRA personnel policies

Key Responsibilities

Key Responsibility

Department Administration

Essential Tasks

•Provide administrative support to Department Head and other departmental directors (including graduate undergraduate directors, Director of Environment & Sustainability)
•Assemble and upload course schedules into Banner (communicate with faculty and students regarding changes)
•Collect and maintain course evaluations
•Assist in preparation of promotion and tenure materials
•Manage departmental searches utilizing SpartanTalent; prepare candidate interview schedules, prepare hiring paperwork
•Train and supervise student employees
•Provide administrative support to Head which involves running reports using WebFocus or Argos; assisting with analysis and summarization of the reports.
•Assists Head with compiling and assembling Faculty Workload Documentation, Departmental Assessments, and Annual Reporting
•Attend faculty meetings and take minutes. Upload minutes and handouts to Canvas
•Assist with scholarship applications and awards
•maintain Departmental records
•website and social media accounts
•update student email groups
•pull reports for Director of Graduate Studies, Director of Undergraduate Studies, and Director of Environmental & Sustainability

Competency

Competency

CompetencyBudgetingCompetency Description

Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds within the department.

Competency LevelJourney Competency

CompetencyInformation/ Records AdministrationCompetency Description

Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.

Competency LevelJourney Competency

CompetencyKnowledge- ProgramCompetency Description

Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation. May be the content/process resource.

Competency LevelJourney 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

CompetencyProblem SolvingCompetency Description

Recognizes, defines and resolves non-standard problems using operating procedures, research, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

Competency LevelAdvanced Competency

CompetencyWritten CommunicationCompetency Description

Composes and organizes ideas
logically, works in multiple formats
such as letters, memos, reports or
presentations, and can change/adjust
style to meet the needs of the program
and audience. Reviews sensitive
materials and edits content
constructively.

Competency LevelJourney 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 - F, Hand Movement-Grasping - O, Finger Dexterity - O, Reading - F, Writing - F, Hearing - F, Talking - F, Sitting - F, Walking - O, Lifting-0-30 lbs. - OWork EnvironmentInside - CApplicant DocumentsRequired Documents
  1. Resume/CV
  2. Cover Letter
  3. List of References
Optional Documents
    Posting Specific Questions

    Required fields are indicated with an asterisk (*).

    1. * Which of the following options best describes your education history?
      • No Response
      • Bachelor's Degree or higher
      • Associate's Degree
      • 3 years of college coursework
      • 2 years of college coursework
      • 1 year of college coursework
      • less than 1 year of college coursework
      • High School Diploma or GED
    2. * How many years of experience in a directly related field do you have?
      • No Response
      • 6 or more years
      • 5 years
      • 4 years
      • 3 years
      • 2 years
      • 1 year
      • 4 months
      • less than 4 months
    3. * 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
    4. If you selected "Other", please provide the name of the resource here.

      (Open Ended Question)

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

    Organization

    UNCG at a Glance

    Founded in 1891, The University of North Carolina at Greensboro is the largest and most diverse state university in the Piedmont Triad. Standing apart from other universities, the UNCG community is joined together by a shared value: We define excellence not only by the people we attract, but by the meaningful contributions they make. 

    With more than 19,400 students and 2,500 faculty and staff, UNCG is the largest state university in the Piedmont Triad and has an annual economic impact of more than $1 billion. The campus has grown to include 30 residence halls and 30 academic buildings on 210 acres.

    UNCG takes pride in being a learner-centered public research university. The College of Arts & Sciences and seven professional schools offer 79 undergraduate majors, 65 master's programs and 30 doctoral programs.

    The university holds two classifications from the Carnegie Foundation for the Advancement of Teaching, as a “research university with high research activity” and for “community engagement” in curriculum, outreach and partnerships. More than $35 million in grants and contracts for research and creative activity are awarded to faculty members annually. Among the most prominent of UNCG's research initiatives are the Gateway University Research Park and the Joint School of Nanoscience and Nanoengineering. Both are partnerships with North Carolina Agricultural and Technical State University.

    Globalization of the curriculum has expanded opportunities for international education, through new programs such as the UNC Exchange Program and the Lloyd International Honors College. In addition, innovative signature programs such as Building Entrepreneurial Learning for Life (BELL), Communication Across the Curriculum, Undergraduate Research and Freshman Seminars enhance the student experience.

    As a cultural leader, UNCG offers concerts, lectures, dance and theater performances, exhibitions at the internationally known Weatherspoon Art Museum and readings by nationally known authors. In athletics, Spartan teams compete in nine women's and nine men's sports in Division I of the National Collegiate Athletic Association. With ethnic minority students making up 26 percent of the student body, UNCG is the most diverse of the UNC system's historically white campuses.

    Although much has changed, some things remain the same. The university motto — “Service” — continues to be a guiding principle put into practice through all aspects of university life.

    UNCG Schools and College of Arts & Sciences

    The University's Academic Affairs Division consists of seven academic schools, the College of Arts & Sciences, the Graduate School and the Lloyd International Honors College. The names below are the ones currently in use. In some cases, the names have changed since the academic units were founded. The schools and their dates of establishment are: Graduate School 1921-22;College of Arts & Sciences 1969, Lloyd International Honors College 2005, Joint School of Nanoscience & Nanoengineering 2007, Joseph M. Bryan School of Business & Economics 1969, School of Education 1921, School of Health and Human Sciences 2011, School of Music, Theatre and Dance 2010, and School of Nursing 1966.

    Achievements & Accolades

    UNCG is garnering national attention and awards for its challenging academic programs, supportive environment and engaged community. Take a look at some of our latest accomplishments and meaningful contributions on campus, in the community and around the globe. Curious about more accolades, achievements, our student body, faculty and staff excellence and other signs of our success? Find out more at UNCG Now: http://newsandfeatures.uncg.edu/

    Challenging Academic Programs

    U.S. News & World Report ranked three UNCG online programs among the best in the nation in the 2015 list of Best Online Programs.

    UNCG’s slate of online programs has earned a top 10 ranking for affordability from BestColleges.com.

    The graduate program in the Department of Human Development and Family Studies has earned a Top 10 ranking by the The HDFS Report.

    Supportive Environment

    UNCG is a Military Friendly School for the fourth straight year, putting it in the top 15 percent of colleges and universities nationwide that are doing the most to support veterans and ensure their success.

    UNCG is ranked among the best colleges for your money nationwide by College Factual, a new site that guides students through the college selection process.

    The Education Trust singles out UNCG among the nation’s universities for its success at closing the gap in graduation rates between black and white students.

    Engaged Community

    For the fifth year in a row, UNCG has earned the “Tree Campus USA” designation for promoting healthy trees and encouraging the spirit of conservation. 

    UNCG’s innovative dynamic mailbox system has been honored as one of University Business Magazine’s Models of Efficiency.

    For the eighth consecutive year, UNCG is highlighted on Washington Monthly’s list of American universities that contribute most to the public good.

    Careers at UNCG

    UNCG is committed to the creation of an inclusive, collaborative and responsive university by attracting, retaining and developing a diverse community of talented individuals in support of the university's mission.

    Company info
    Website
    Telephone
    336-334-5009
    Location
    723 Kenilworth Street
    Greensboro
    NC
    27402
    US

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