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Administrative Support Associate (Journey)

Job Details

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 must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail for your qualifications to be considered.

Applicants are required to upload the following documents with their electronic application:

  • Resume
  • Cover Letter
  • List of References

Applicants are required to upload a list of references 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
  • Contact Phone Number

Applications are not successfully submitted until an online confirmation number has been received at the end of the application process.

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

Organization

UNCG at a Glance

Founded in 1891, The University of North Carolina at Greensboro is the largest and most diverse state university in the Piedmont Triad. Standing apart from other universities, the UNCG community is joined together by a shared value: We define excellence not only by the people we attract, but by the meaningful contributions they make. 

With more than 19,400 students and 2,500 faculty and staff, UNCG is the largest state university in the Piedmont Triad and has an annual economic impact of more than $1 billion. The campus has grown to include 30 residence halls and 30 academic buildings on 210 acres.

UNCG takes pride in being a learner-centered public research university. The College of Arts & Sciences and seven professional schools offer 79 undergraduate majors, 65 master's programs and 30 doctoral programs.

The university holds two classifications from the Carnegie Foundation for the Advancement of Teaching, as a “research university with high research activity” and for “community engagement” in curriculum, outreach and partnerships. More than $35 million in grants and contracts for research and creative activity are awarded to faculty members annually. Among the most prominent of UNCG's research initiatives are the Gateway University Research Park and the Joint School of Nanoscience and Nanoengineering. Both are partnerships with North Carolina Agricultural and Technical State University.

Globalization of the curriculum has expanded opportunities for international education, through new programs such as the UNC Exchange Program and the Lloyd International Honors College. In addition, innovative signature programs such as Building Entrepreneurial Learning for Life (BELL), Communication Across the Curriculum, Undergraduate Research and Freshman Seminars enhance the student experience.

As a cultural leader, UNCG offers concerts, lectures, dance and theater performances, exhibitions at the internationally known Weatherspoon Art Museum and readings by nationally known authors. In athletics, Spartan teams compete in nine women's and nine men's sports in Division I of the National Collegiate Athletic Association. With ethnic minority students making up 26 percent of the student body, UNCG is the most diverse of the UNC system's historically white campuses.

Although much has changed, some things remain the same. The university motto — “Service” — continues to be a guiding principle put into practice through all aspects of university life.

UNCG Schools and College of Arts & Sciences

The University's Academic Affairs Division consists of seven academic schools, the College of Arts & Sciences, the Graduate School and the Lloyd International Honors College. The names below are the ones currently in use. In some cases, the names have changed since the academic units were founded. The schools and their dates of establishment are: Graduate School 1921-22;College of Arts & Sciences 1969, Lloyd International Honors College 2005, Joint School of Nanoscience & Nanoengineering 2007, Joseph M. Bryan School of Business & Economics 1969, School of Education 1921, School of Health and Human Sciences 2011, School of Music, Theatre and Dance 2010, and School of Nursing 1966.

Achievements & Accolades

UNCG is garnering national attention and awards for its challenging academic programs, supportive environment and engaged community. Take a look at some of our latest accomplishments and meaningful contributions on campus, in the community and around the globe. Curious about more accolades, achievements, our student body, faculty and staff excellence and other signs of our success? Find out more at UNCG Now: http://newsandfeatures.uncg.edu/

Challenging Academic Programs

U.S. News & World Report ranked three UNCG online programs among the best in the nation in the 2015 list of Best Online Programs.

UNCG’s slate of online programs has earned a top 10 ranking for affordability from BestColleges.com.

The graduate program in the Department of Human Development and Family Studies has earned a Top 10 ranking by the The HDFS Report.

Supportive Environment

UNCG is a Military Friendly School for the fourth straight year, putting it in the top 15 percent of colleges and universities nationwide that are doing the most to support veterans and ensure their success.

UNCG is ranked among the best colleges for your money nationwide by College Factual, a new site that guides students through the college selection process.

The Education Trust singles out UNCG among the nation’s universities for its success at closing the gap in graduation rates between black and white students.

Engaged Community

For the fifth year in a row, UNCG has earned the “Tree Campus USA” designation for promoting healthy trees and encouraging the spirit of conservation. 

UNCG’s innovative dynamic mailbox system has been honored as one of University Business Magazine’s Models of Efficiency.

For the eighth consecutive year, UNCG is highlighted on Washington Monthly’s list of American universities that contribute most to the public good.

Careers at UNCG

UNCG is committed to the creation of an inclusive, collaborative and responsive university by attracting, retaining and developing a diverse community of talented individuals in support of the university's mission.

Company info
Website
Telephone
336-334-5009
Location
723 Kenilworth Street
Greensboro
NC
27402
US

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