Administrative Support Associate (Journey)

Job description

Requisition Number:

S2153

Position Number:

999981

Position Classification Title:

Administrative Support Associate

Functional Title:

Administrative Support Associate (Journey)

Position Type:

Staff

University 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 School of Nursing has a dean, four associate deans, two department chairs and three program directors providing oversight of all programs. The SON provides academic programs for student learning experiences, training and conduct of research, service activities, and engagement of the community. This position provides administrative support for the selected administrators, directors, office and centers that train students, health professionals, community members; conduct research; and provide outreach to the community for improving health, growing the workforce and developing new knowledge.

Position Summary:

The primary purpose of this position is to serve as an administrative and office staff support for selected student learning, research, innovation, and community engagement activities. This position is responsible for administrative office activities, including but not limited to customer service, database management and reports. The position may serve as primary point of contact with multiple persons and agencies. Clear communication, relationship building, and interactions with internal and external clients are required. The individual in this position provides administrative office support to the administrative leadership, the Associate Dean for Experiential Learning and Innovation, the School of Nursing Research Office, and the School of Nursing outreach activities. The individual in this position must be able to work with minimal supervision.

Minimum Qualifications:

HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK.

Preferred Qualifications:

2-3 years of work experience; Associate’s Degree

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: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal) – One (1) of those references will need to be a current or previous supervisor, Email Address, and Contact Phone Number.

Recruitment Range:

$31,200 - $34,194

Org #-Department:

Dean's Office - NU - 12801

Work Hours of Position:

8 A.M - 5 P.M., M-F

Number of Months per Year:

12

Job Family:

Administrative & Managerial

Career Banded Title:

Administrative Support Associate

Open Date:

05/03/2021

Close Date:

05/14/2021

FTE :

1.000

FLSA:

Non-Exempt

Salary Grade Equivalency:

59

Key Responsibility:

Providing Customer Service

Essential Tasks:

  • Assists with form completion (such as travel, reimbursement, physical plant, schedules, etc.)
  • Refers to appropriate resources for campus entities, units, offices, and divisions
  • Provides accurate information and explanations based on policy guidelines and standard practices
  • Responds calmly to people under stress or expressing displeasure
  • Responds in a timely and professional manner to maintain positive customer relationships
  • Anticipates routine needs of customers and remains current on policies/procedures and program knowledge to assist in meeting needs
  • Responds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals, supervisor, or other staff
  • Responds to requests for program and procedural information
  • Contacts service recipients, vendors, or clients to provide or obtain information
  • Schedules and coordinates appointments, meetings and events
  • Assists with scheduling laboratory, workspace, seminar rooms, meeting spaces on campus and off-campus
  • Schedules meetings
  • Reserves hotel and transport for incoming speakers, guests or participants. Assist with preparations for meetings

Key Responsibility:

Information/Records Administration

Essential Tasks:

  • Records, compiles, and summarizes data using established format
  • Maintains and updates appropriate databases
  • Compiles and organizes information from different sources to develop reports and data
  • Develops, maintains, and files documents, reports and forms; compiling, developing and distributing documents; scanning documents
  • Compiles information for reports or mailings; editing documents prior to final signature; coordinating routine return responses to request for information; composing and disseminating email correspondence for a variety of purposes; drafting minutes of meetings as directed by supervisor.
  • Uses appropriate format for documents and communications; designing or modifying a filing system; checking data, forms, text, reports for accuracy and completeness; filing documents alphabetically or numerically, or per unit requirements; retrieving filed documents in a timely manner per request
  • Maintains and disposes of files according to Records & Retention policies; uses correct grammar, spelling vocabulary, and terminology in communications
  • Composes written communication using standard formats; using desktop publishing to create documents; entering accurate information into a database using Word, Excel, Powerpoint and Google forms; accurately compiles data for needed reports
  • Maintains filing system for easy retrieval of documents. Maintains knowledge of current technology needed to perform duties through continuing education
  • Various reports and surveys are prepared in an accurate and timely manner
  • Information is shared via computer programs, written reports, emails, fax or verbal communication
  • Demonstrates the ability to work with confidential and sensitive information

Key Responsibility:

Coordinating Work Flow Throughout Work Unit

Essential Tasks:

  • Maintains tracking system for selected division/office events, meetings, activities, and deadlines
  • Troubleshoots office problems as they occur and recommending solutions
  • Alerts supervisor and others to anticipated periods of heavy volume
  • Assists administrators, supervisors, faculty, staff, and students with workload assessment and required capabilities
  • Critically assesses daily, weekly and semester needs and follows through to accurate and appropriate completion
  • Maintains appointment calendars as needed
  • Assists with program development, grant writing, and other special activities;
  • May supervise work-study or other student assistants

Key Responsibility:

Communication

Essential Tasks:

  • Responds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals, or other staff
  • Responds to requests for program and procedural information
  • Contacts service recipients, vendors, or clients to provide or obtain information
  • Schedules or coordinates appointments, meetings and events; using university selected software program for communications
  • Maintains open communication with supervisor and peers for maximum productivity
  • Professional, accurate, complete and timely email, phone and word processing correspondence

Key Responsibility:

Assist with expenditures and budget management for selected divisions

Essential Tasks:

  • Assists with travel form, expenditure forms, timesheets, reimbursements; equipment inventory for audit and supply management; contracts; collaborate with supervisor, administrators, business officer, and others in the School of Nursing and on-campus for policies, procedures, and priorities
  • Balance internal budget database/spreadsheets
  • Assist with budget calculations as needed

Competency:

Work Coordination

Competency Description:

Plans and facilitates the support activities of an office or work unit; coordinates with others to complete tasks. May serve as an office coordinator for a work unit.

Competency Level:

Journey

Competency:

Problem-Solving

Competency Description:

Assesses and may resolve unprecedented problems that require research and review of policy and procedures. Applies judgment for
problem resolutions based on delegated authority from supervisor.

Competency Level:

Journey

Competency:

Communication - Verbal

Competency Description:

Responds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals, or other staff. Responds to requests for program and procedural information. Contacts service recipients, vendors, or clients to provide or obtain information. Schedules and coordinates appointments, meetings and events.

Competency Level:

Journey

Competency:

Communication - Written

Competency Description:

Composes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries.

Competency Level:

Journey

Competency:

Office Technology

Competency Description:

Selects, understands, and fully applies features of a variety of software programs, machines, or office equipment that will produce the desired results.

Competency Level:

Journey

Competency:

Knowledge - Program

Competency Description:

Understands programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations.

Competency Level:

Journey

Competency:

Information/Records Administration

Competency Description:

Records, compiles, and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data.

Competency Level:

Journey

Competency:

Budgeting

Competency Description:

Acquire and apply knowledge of policies, procedures, and campus resources in order to complete budget forms. Monitors and reconciles departmental or program budgets and tracks travel and office expenditures.

Competency Level:

Contributing

Physical Effort:

Hand Movement-Repetitive Motions - O, Hand Movement-Grasping - O, Holding - O, Finger Dexterity - O, Vision-Skilled Trades - O, Reading - O, Writing - O, Eye-hand coordination - O, Hearing - O, Talking - O, Standing - O, Sitting - O, Walking - O, Lifting-0-30 lbs. - O

Work Environment:

Inside - C

 

 

 

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Job No:
Posted: 5/3/2021
Application Due: 5/5/2021
Work Type: Full Time
Salary: