Administrative Support Associate

Job description

Vacancy Open to:

All Candidates

Employment Type:

Permanent - Full-time

Hours per week:


Months per year:


Position Number:


NC Salary Grade Equivalency:


Classification Title:

Administrative Support Associate - Journey

Working Title:

Administrative Support Associate

Salary Range:

$31,200 - $36,177

Anticipate Hiring Range:

$31,200 - $36,177

FLSA Status:

Non Exempt


Academic Affairs


College of Engineering (Col)

Work Unit:

College of Engineering

Work Schedule:

Monday-Friday 8:00 a.m. to 5:00 p.m.

Primary Purpose of Position:

Supports the Pre and Post Award Contracts and Grants Office in research administration, data entry, reporting information, communications, data retention, expenditure/tracking of office budget and general administrative tasks as directed by supervisor.

Minimum Education/Experience:

Required Minimum Qualifications:

Graduation from high school; or an equivalent combination of education and experience.

University Preferred Qualifications:

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

Essential Job Duties:

Assist college level Pre and Post Award administrators in many aspects of Banner and data entry (e.g. internal budgets, etc.) into respective internal and/or sponsor eRA systems. Financial knowledge and knowledge of university procedures to provide primary training to new post award staff while at the same time assisting new departmental personnel in their responsibilities. Serves as backup at the college and departmental level when the normal business personnel are either absent, or positions vacant . Provides major assistance in ensuring documentation is on file for required cost sharing in support of federal projects.
Record, compile, and summarize account, expenditure, and purchasing data in the respective CoEN database(s) on no less than a weekly basis. Review data and information for completeness and accuracy using standard guidelines. Maintain support documentation in an organized and quickly accessible filing system. Files, including shared office files, are maintained so that all documents are in the correct order, in the correct file, and purged/archived as required. Review all forms related to personnel actions promptly and return them to originator if the request is unclear or out of compliance with policy. Explain necessary revisions. Submit check request, travel authorizations, etc. and other requests for services or goods requiring fund numbers promptly to appropriate unit. Prepares electronic Grant Information files with accurate data for funded projects to expedite fund assignment by Sponsored Programs. information for completeness and accuracy using standard guidelines.
Access information in office systems to respond to requests and obtain standard information. Understands the shared folder structure utilized between the research entities of the Colleges, the Office of Research Services and Sponsored Programs Financial Management. Understand, apply, and problem solve technical issues related to the job. Learns new computer applications. Attending ITS, Banner, or CoEN training sessions on software and modifications, as required. Apply new learning to daily tasks and projects.
Draft letters, memos, etc. are completed for review and signature by expected timeline. Ensure revisions are made accurately and letters are delivered on time. Assist with ensuring that materials for grant submission are compiled and edited for supervisor review. Composes letters, emails, memos etc. and conducts accuracy review prior to submission to sponsoring agency. Prepare correspondence (emails, letters, memos) for signature to federal, state, and local government agencies as appropriate for proposal submissions. Also prepares cover letters and memos for movement of contractual materials and supporting documentation (including employee salary verification and indirect cost rate agreements, etc.) to governmental agencies required to document same in their contractual awards.
Provide prompt answers to questions within scope of work professionally and pleasantly. Give customers with questions outside work scope a specific time frame as to when they will receive resolution to their concern or problem, or refer them to specialist in another area.

Departmental Preferred Experience, Skills, Training/Education:

• Associates degree preferred and experience in a University administrative office.
• Experience with financial reconciliations of general fund and/or grants.
• Proficient with Microsoft Office software.
• Experience with balancing budgets.
• Experience reconciling accounts.
• Familiar with Banner and SAM systems.
• Familiar with personnel processes.
• Familiar with purchasing in an e-procurement system / using 49er Mart or equivalent.
• Experience with PCard transactions.
• Personnel experience in Human Resources Management System.
• Familiar with student hiring processes including student appointments
student appointments
• Experience / ability to build class schedules.
• Personable with students and faculty.
• Excellent oral and written communication skills.

Work Location:

Contracts and Grants Office, Duke 300

Posting date:


Closing date:


Proposed Hire Date:


Special Notes to Applicants:

• Please submit a resume, cover letter and list of professional references with complete contact information with your application. Unofficial college transcripts are optional but recommended. At least two of your references should be former supervisors. The cover letter should address the position requirements and outline your qualifications for the position.
These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

• Please ensure your full range of knowledge, skills, abilities, experience 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.




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Job No:
Posted: 4/29/2021
Application Due: 5/6/2021
Work Type: Full Time