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 - $34,878

Anticipate Hiring Range:

$31,200 - $34,878

FLSA Status:

Non Exempt


Academic Affairs


Col Liberal Arts & Science (Col)

Work Unit:


Work Schedule:

Monday through Friday; 8am to 5pm

Primary Purpose of Position:

Manages the overall workflow in the Philosophy Department: supports the administrative duties of the department chair and the chair’s deputies; provides administrative assistance to faculty and students; prepares semester schedules; maintains office equipment and supplies; maintains budget, including management of external grant funds; and supports department programmatic events and external relations.

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:

General Office Management – provides overall management of the Philosophy Department office and coordinates office work; receives and responds to inquiries by email, phone, and face-to-face interaction; maintains confidential personnel files; completes hiring paperwork for faculty and staff positions; recruits, trains, and supervises work study students; responsible for answering the phone and/or delegating such to work study students; manages inventory and purchasing of office supplies; and performs other tasks that may be assigned by the department chair.

Maintains department’s accounts and budget in BANNER – monitors and reconciles expenditures to support organizational objectives and compliance, including financial reporting and planning.

Responsible for information and record processing, prepares and reviews reports, forms, and documents; mail distribution; information dissemination; processes travel documents, including reimbursements and direct payment forms.

Faculty Support – provides administrative support for 12 full-time and 5+ part-time faculty in their teaching, research, and service duties, including travel documents; and assists with post award external grant budgets and paperwork.

Student Support – uses the BANNER system to maintain and review students’ files for accuracy; applies knowledge of the unit’s academic programs to support students’ needs, especially curriculum and advising; responds to students’ enquiries in person, by email, and on the phone.

Supports Outreach and Event Planning – supports the planning and implementation of the department’s outreach activities including conferences, workshops, symposia, and lectures; coordinates the travel of speakers; makes reservations for space; and take care of other logistics.

Reports: Uses Microsoft Word and Excel to prepare and present administrative reports.

Other Work Responsibilities:

Other tasks that may be assigned by the department chair or the college/university reporting and budget offices.

Departmental Preferred Experience, Skills, Training/Education:

Three years of office administration experience is preferred. Must be willing to learn new computer applications to meet work needs.

Candidate must have excellent financial management skills, excellent customer service and proactive organizational skills, excellent written and verbal communication skills.

The job requires the utilization of general office equipment: computer, telephone, and copy machine to meet work needs. Advanced competency in Windows and MS Office suite (Word, Excel) is required.

Work Location:

Winningham 103

Posting date:


Closing date:


Special Notes to Applicants:

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.

Please submit a resume and cover letter with your application.

  • 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.




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Job No:
Posted: 5/2/2021
Application Due: 7/31/2021
Work Type: Full Time