Admin Support Associate #000068

Job description

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Classification Title:

Administrative Support Associate

Competency Level:


Working Title:

Admin Support Associate #000068


Office of the Chancellor

Position Summary:

This position is on site at our Cullowhee campus.

The Chancellor’s Office Administrative Support Associate/Specialist, reporting directly to the Assistant to the Chancellor, provides support to the Chancellor’s Office.
- Serves as receptionist and initial point of contact for the Chancellor’s Office. Greets visitors and directs them to the appropriate person or place.
- Answers all phone lines. Follows through with caller’s issues until they are being handled by the appropriate person.
- Serves as support to the Assistant to the Chancellor concerning the Chancellor’s calendar, including but not limited to making all monthly direct report appointments. Provides calendar back-up when Assistant to the Chancellor needs assistance or is out of the office.
- Provides support to the Chancellor’s Assistant with daily office tasks and meeting material.
- Provides general assistance with the Board of Trustees, including drafting Trustee minutes from notes taken by the Assistant Secretary to the Board and the audio tapes; setting conference calls for the Board; preparing written meeting notifications to the Board and other attendees; and, in conjunction with the Chancellor’s Office Events Coordinator, taking RSVP’s for trustee lodging, meals, and meetings. Attends all Board meetings to assist with any contingency that might arise. Prepares and updates Trustee Orientation and Reference Handbook each year
- Provides direct assistance to the Chancellor, the Chancellor’s Office staff, and the Board of Trustees by coordinating often complicated travel arrangements.
- Prepares and submits travel reimbursements, purchase requisitions, check requests and other forms for appropriate expenditures for the Chancellor’s Office and the Board of Trustees.
- Processes and distributes all incoming mail. Prepares all general correspondence for the office, maintains office filing system, following all rules and procedures for maintenance of records in the Chancellor’s Office.
- Provides assistance with processing of staff & faculty yearly awards.
- Provides assistance with Spring and Fall commencement ceremonies.
- Other duties as assigned by the Assistant to the Chancellor or the Chancellor’s office.

Knowledge, Skills, & Abilities Required for this Position:

The following skills and attributes are essential to success in this position:
- Ability to work effectively and collaboratively with campus administrators, faculty, staff, and others within and outside the University
- Strong interpersonal skills and the ability to provide excellent customer service
- Excellent communication skills, written and oral
- Strong organization skills
- Ability to exercise good judgment and discretion
- Ability to manage travel arrangements and reimbursement requests for the Office of the Chancellor
- Strong organizational awareness
- The selected candidate will have access to highly confidential documents and conversations and must have the ability to maintain absolute confidentiality at all times.
- The Chancellor’s office and this position function in a fast paced work environment. The ability to work at a quick and efficient pace is expected, without sacrificing attention to detail and accuracy.

Minimum Qualifications:

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Anticipated Hiring Range:

$31,732 - $37,000

Position Type:

Permanent Full-Time

Number of Hours per Week:


Number of Months per Year:


Salary Band Range:

$23,332 - $46,186

Salary Grade:

For administrative purposes during the implementation of Career Banding this advanced level position is considered a Salary Grade 61.

Open Date:


Close Date:


Open Until Filled:


Special Instructions to Applicants:

Applicants must apply online in order to be considered.

Please include a cover letter, resume, and a list of references (with complete contact information).

Applicants must upload a DD-214 if claiming Veteran’s Preference.


If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants. Effective October 1, 2015 all new hires into positions subject to the State Human Resources Act (SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources (OSHR).


Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.

Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit Proper documentation of identity and employability are required at the time of employment.

Credential Verification:

All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.


Western Carolina University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race; color; religion; sex; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Additionally, the University promotes the realization of equal employment opportunity for minorities, women, persons with disabilities, and veterans through its affirmative action program.
Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at [email protected]

University Safety:

The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301). The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.




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Job No:
Posted: 6/8/2021
Application Due: 6/21/2021
Work Type: Full Time