Skip to main content

This job has expired

Administrative Support Specialist (Advanced)

Employer
University of North Carolina at Greensboro
Location
Greensboro, NC

View more

Job Details

Requisition Number:

S2158

Position Number:

005115

Position Classification Title:

Adminstrative Support Spec

Functional Title:

Administrative Support Specialist (Advanced)

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 Office of the Controller is an administrative department within the Division of Finance and Administration reporting to the Associate Vice Chancellor of Finance. The University Controller is the department head for this office, which is comprised of four units: 1) General Accounting including Accounts Payable, Payroll, and Fixed Assets; 2) Data Control and Financial Reporting; 3) Cashiers and Student Accounts; and 4) Foundation Finance. The General Accounting units provide administration for the general ledger, fixed assets, construction accounting, accounts payable processing, and the entire University payroll function. The Data Control and Financial Reporting unit is responsible for the University’s GASB reporting, all other required University financial reporting, loan accounting, debt service accounting, and processing and technology improvements within the Controller’s Office and maintenance of the various chart of accounts in Banner Finance for both UNCG and the University Foundations. The Cashiers and Student Accounts unit is responsible for all cashiering functions, administration of student and non-student accounts receivable, and loan fund administration. The Foundation Finance unit is responsible for the accounting and financial reporting of all University Gift Funds.

Position Summary:

This position is responsible for providing customer service to all internal and external customers for the University. This position will also provide program support to all units of the Controller’s Office as well as administrative support for the Controller. Maintaining the office administrative functions as well as providing budgetary support are also critical elements of the position.

40% – Program Support
20% – Customer Service
20% – Administrative Support for the Controller
10% – Office Support
10% – Budget Support

Minimum Qualifications:

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE.

Preferred Qualifications:

Associate’s Degree in Business or other closely related field.

Experience in Higher Education

Experience in Banner Finance

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:

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

Recruitment Range:

$39,875 - $43,500

Org #-Department:

Office of the Controller - 56202

Work Hours of Position:

8 am - 5 pm, minimal overtime expected

Number of Months per Year:

12

Job Family:

Secretarial and Clerical

Career Banded Title:

Adminstrative Support Spec

Open Date:

05/07/2021

Close Date:

05/21/2021

FTE :

1.000

FLSA:

Non-Exempt

Salary Grade Equivalency:

63

Key Responsibility:

Program Support

Essential Tasks:

-Maintains and performs audits of all University receipt logbooks
-Maintains all titles for University-owned vehicles
-Assists with escheats process
-Maintains and audits all check logs for Payroll, Accounts Payable, and Students
-Assists Banner Finance Manager with fund establishments
-Assists General Accounting unit with processing of Journal Vouchers and FUPLOAD submissions from campus units when available as well as with 13th-month processes when requested
-Verify with State Treasurer’s banking system any checks that have not cleared and initiate void process
-Maintains check logs for Accounts Payable (AP), Payroll, and students. Reviews logs for accuracy and that checks were signed out to correct recipient.
-Serves as back-up to Business Officer for entering time each month in Banner and other personnel matters

Key Responsibility:

Provide Exceptional Customer Service

Essential Tasks:

-First point of phone contact for the Controller’s Office as well as the Boyd Street Building
-Monitors front door camera for granting access into the office and directing visitors to appropriate units
-Replies to inquiries from students, faculty, staff, and outside customers concerning the distribution of checks, stop payment procedures, payroll deadlines, and receipt book policies and refers to area-specific staff when needed.
-Assists students with lost/stolen/returned refund checks

Key Responsibility:

Provide Administrative Support for the Controller

Essential Tasks:

-Handles all leave requests from the Controller’s Direct Reports and maintains the office Leave Calendar
-Assist the Controller and other staff in the Controller’s Office in the updating of policies and procedures and forms. Provides updated information for including on office webpages and forwarding those updates/additions to the current webmaster. Reviews coordinating campus units’ websites to ensure that the most recently updated information is listed on those
websites
-Handles scheduling of meetings and any other calendar needs for the Controller.
-Provides other general clerical support for the Controller.

Key Responsibility:

Office Support

Essential Tasks:

-Responsible for maintenance of office machines, including but not limited to all printers, main office copier, and fax machine
-Handles preparation of all outgoing mail as well as sorting and distribution of all incoming mail. Handles submission of all specialty mailings (FedEx, UPS, certified, etc.)
-Responsible for key and card access to the building and offices
- Serves as office liaison for maintenance issues

Key Responsibility:

Budget Support

Essential Tasks:

-Is responsible for maintaining inventory and ordering all office supplies.
- Works regularly in Spartan Mart to place orders utilizing JAGGAER.
-Reconciles all Pcard transactions for the month and submits to the Approver
-Serves as back-up to Business Officer for balancing budget for the controller’s office and other budgetary matters

Competency:

Knowledge - Program

Competency Description:

Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures, and practices.

Competency Level:

Advanced

Competency:

Information/Records Administration

Competency Description:

Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.

Competency Level:

Journey

Competency:

Office Technology

Competency Description:

Utilizes advanced training/knowledge; integrates varying software applications and systems for information and records purposes.

Competency Level:

Advanced

Competency:

Problem Solving

Competency Description:

Recognizes, defines, and resolves non-standard problems using operating procedures, research, practices, and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

Competency Level:

Journey

Competency:

Communication - Verbal

Competency Description:

Interprets guidelines, answers inquiries, and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training.

Competency Level:

Advanced

Competency:

Communication - Written

Competency Description:

Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation.

Competency Level:

Advanced

Competency:

Budgeting

Competency Description:

Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds within the department.

Competency Level:

Journey

Physical Effort:

Hand Movement-Repetitive Motions - C, Hand Movement-Grasping - O, Holding - O, Finger Dexterity - C, Reading - F, Writing - F, Eye-hand coordination - O, Vision-Preparing/Analyzing figures - F, Hearing - F, Talking - F, Sitting - C, Walking - R, Lifting-0-30 lbs. - R, Bending - R, Squatting - R, Reaching - R

Work Environment:

Inside - C, Overtime - R

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

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert