Administrative Support Associate

Job description

Position Title::

Administrative Support Associate

Position Number::


Full-time or Part-time::

Full Time


College Access Programs

Posting Number::




Job Category::

Clerical and Secretarial

Hiring Range::


Minimum salary::


Maximum salary::


Overall Position Competency::


Description of primary duties and responsibilities::

Primary Purpose of the Organizational Unit:

Fayetteville State University’s Office of College Access Programs is designed to provide low-income/potential first-generation college students (enrolled in grades 6-12) with academic support services that will enhance their academic skills, thereby ensuring that these students will complete high school and enroll in and complete programs of postsecondary education.

Description of Work Continued::

Primary Purpose of the Position:

The primary purpose of this position is to assist the Assistant Vice Chancellor in managing and coordinating office administrative responsibilities in the Office of Access & Student Success.

Duties and Responsibilities:

Budget Maintenance:
Maintains program expenditures on a daily basis and reconciles budget at least weekly with the records in the University’s Business Office to ensure spending is appropriate. Submits, verifies and conducts follow-up activities on all business transactions submitted to various units throughout the campus. Track all financial expenditures in financial database (QuickBooks) for the Office of Access & Student Success. Attend annual conference and other trainings to maintain an understanding of federal regulations and ensure that documentation meets standards for audit readiness.

Administrative Support:
Provide principle administrative support for the Assistant Vice Chancellor to include scheduling appointments, calendar maintenance, telephone screening. Coordinate departmental meetings. Receive and track documents from inter and intra-office departments for director and follow up for timely disposition. Proofread correspondence for accuracy, prior to director signatures. Independently compose and type letters, reports and memorandums for director to review and sign. Key in requisitions using the Banner System and assist in training new office support staff on the departmental procedures.

Office Coordination:
Develop and revise work-flow procedures for office protocols. Develop forms and update staff procedural manuals on an annual basis. Develop in-take process and train new full-time employees on work procedures. Maintain employee personnel files and other confidential documents. Work closely with other office support staff to ensure that office protocols are followed. Ensure that unit; department and university deadlines are met by submitting paperwork in a timely manner (requisitions, timesheets and reports. Maintain master calendar by developing annually and updating monthly. Ensures that University office procedures are communicated, and expectations are met.

Perform other office support duties as assigned.

Minimum Education and Experience Requirements::

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work

Knowledge skills and abilities::

Advanced knowledge of office management techniques; ability to effectively communicate verbally and in writing; ability to manage confidential information; ability to analyze and interpret policy and procedural guidelines and to resolve relevant problems and questions; ability to manage non-federal budget to include tracking and converting expenditure; analyze data and submit reports for director approval; skills in organizing work flow and coordinating office activities; knowledge of QuickBooks, Banner Financial, Microsoft Office (Access Database, Excel, Word, PowerPoint) and must be able to type at least 50 words per minute; must have good time-management and interpersonal skills. Must be able to multi-task, follow through on assigned projects and work in a fast-paced environment as a team member.

Preferred Qualifications::

Graduation from high school and demonstrated possession of knowledge, skills, and abilities gained through at least one year of office assistant/secretarial experience.
Bachelor’s degree
Two or more years of secretarial or clerical/administrative and office management experience.

Closing Date::


Open Until Filled::


Other Information:

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.

EEO Statement::

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).

Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.

Veteran's Statement:

Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.




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Job No:
Posted: 2/19/2021
Application Due: 4/20/2021
Work Type: Full Time