Administrative Support Associate

Job description

Position Information

Vacancy Open toAll CandidatesEmployment TypePermanent - Full-timeIf time-limited, note appointment end dateHours per week40Months per year12Position Number007151NC Salary Grade Equivalency57Classification TitleAdministrative Support Associate - ContributingWorking TitleAdministrative Support AssociateSalary Range$31,200Anticipate Hiring Range$31,200FLSA StatusNon ExemptDivisionAcademic AffairsDepartmentCol Liberal Arts & Science (Col)Work UnitPolitical Science & Public AdministrationWork Schedule

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position

Provide administrative support to the department of Political Science & Public Administration Department.

Minimum Education/Experience

Graduation from high school, or completion of its equivalency, and one year of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties

Explain policy and procedures related to class scheduling, degree eligibility, and enrollment in classes by providing factual and procedural information about program qualifications, course prerequisites, academic progression requirements, and related concerns to students, faculty, and staff. Assist student with completion of forms and permission to enroll in courses.

Utilize Microsoft Suite to produce correspondence, reports, flyers, and miscellaneous materials as requested for the department.

Use Banner Self Service to obtain information to ensure Undergraduate Director and Professional Advisor have current information to provide accurate advice to students.

Assist Business Services Coordinator with monitoring the Federal Work Study Students and student temporary employees.

Utilize Internet Native Banner to enter course schedule information, obtain student information, assign academic advisors to students, track invoice payments, and obtain other information as required.

Maintain website by removing and adding information as needed.

Monitor usage of network copier, serve as resource for complex copying projects, and serve as department liaison with Toshiba Business Solutions.

Maintain and use Google Groups to correspond with students, faculty, and staff.

Other Work Responsibilities

Utilize 49erMart and Bank of America Works to make purchases and ensure payment is issued to vendors. Monitor need for supplies and request permission to order supplies.

Use internally and externally developed software to perform daily activities. Software currently includes, but is not limited to, Archibus, Bank of America Works, Banner Self Service, Canvas, e-print, 49erMart, Internet Native Banner, Microsoft Suite, NinerScholars, and Report Central.

Assist the Pi Sigma Alpha Honor Society faculty advisor with all aspects of the Honor Society; use Report Central to obtain names of qualified students, communicate with inductees, issue payment receipt and deposit funds, prepare the Pi Sigma Alpha Honor Society program, order food, and assist with reception.

Act as liaison between faculty members and UNC Charlotte bookstore and assist faculty members with obtaining desk copies of books.

Respond to email requests professionally and effectively (without review) from a diverse group of internal and external constituents in accordance with standard processes and procedures. Identify and provide answers to off-campus requests that require decision-making skills.

Use interpersonal skills to effectively communicate with and understand needs expressed by individuals from a variety of cultures and limited English language skills. Calmly and clearly, communicate standard services, processes, and procedures using established guidelines, and direct individuals to the appropriate source for problem resolution.

Serve as backup to Administrative Support Associate and Business Services Coordinator in their absence to maintain business continuity.

Departmental Preferred Experience, Skills, Training/Education

- Prior work experience in a University setting.
- Strong attention to detail.
- Previous experience providing customer service over the telephone, in person, and by electronic communication.
- Effective verbal and written communication skills.
- Ability to analyze and solve problems.
- Ability to manage time and establish priorities.
- Strong interpersonal skills and the ability to work effectively in a team environment.
-Working knowledge of Microsoft Office Suite programs, Degree Works, Banner Self Service, Internet Native Banner, e-procurement systems, and Report Central.

Necessary Licenses or CertificationsWork LocationFretwell 4th floorPosting date08/27/2020Closing date09/09/2020Proposed Hire Date10/01/2020Contact InformationSpecial Notes to Applicants

- Please submit a resume and cover letter as demonstration of your written communication skills.
- Please ensure your full range of knowledge, skills, abilities, and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
- If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
- Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * 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
  2. Where did you learn about this posting?

    (Open Ended Question)

  3. Do you have professional experience maintaining a website? If yes, please explain your experience.

    (Open Ended Question)

  4. Do you have professional experience in event planning? If yes, please explain your experience.

    (Open Ended Question)

  5. Do you have professional experience with purchasing via an e-procurement system? If yes, please explain your experience.

    (Open Ended Question)

  6. Please describe your customer service skills and your understanding of "customer service."

    (Open Ended Question)

Applicant DocumentsRequired Documents
  1. Cover Letter / Letter of Interest
  2. Contact Information for References
  3. Resume / Curriculum Vitae
Optional Documents




    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 8/27/2020
    Application Due: 9/18/2020
    Work Type: