S2207

002526

Administrative Support Associate

Administrative Support Associate (Advanced)

Staff

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.

Women’s, Gender, and Sexuality Studies (WGSS) is an interdisciplinary program in the College of Arts and Sciences. Founded in 1972, it is one of the oldest such programs in the country, and it supports three degree programs (a Bachelor’s, a Master’s, and a graduate certificate) that involve diverse faculty and students from across the university. WGSS’s central focus is to explain how gender is produced within social institutions and how these institutions affect individual lives and to analyze the mutual constitution of gender, race, ethnicity, class, sexuality, nationality, and religion. As an interdisciplinary program, it coordinates the teaching and service of a large and diverse group of faculty across campus. In 2021-22, the program will include 2-4 student workers in the core office, a Director, 3 tenure-stream faculty members, a group of more than two dozen faculty members who serve on the Cross-Appointed Program Faculty (equivalent to voting faculty in departments).

The Administrative Support Associate (Advanced) plays a key role in coordinating all these constituencies, managing the daily operation of the program, and reaching out to a diverse range of students, faculty, staff, and community members. The position involves overseeing a budget that is quite complex (including management of 6 non-state accounts), organizing and supervising the program office (including the student workers), maintaining all of the program’s databases and electronic systems, coordinating co-curricular programming, serving on the WGSS Administrative Council, and acting as the everyday face of the program both within and outside the university (including with personnel in the offices of the College of Arts and Sciences, Student Affairs, the Honors College, the Office of University Advancement, and the offices of various departments, among others).The position is an 11-month assignment, paid over a 12-month period.

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

• Administrative experience, including serving as a supervisor and overseeing a budget;
• Strong verbal and written communication skills, including responsiveness to questions from faculty and students;
• Ability to work with a diverse range of people;
• Strong organizational and writing skills;
• Ability to efficiently and accurately multitask and to promptly follow-up on unresolved issues;
• Detail oriented;
• A high degree of competency in managing databases, spreadsheets, and online systems;
• Previous work experience in a university;
• Experience using all facets of Banner;
• Experience with web design and use of social media.

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.

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
  
  

• 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
  
  

$32,652 – $37,532

Women's, Gender, and Sexuality - 12224

8 A.M - 5 P.M, Monday - Friday, some evenings and weekends for events

11

Administrative & Managerial

Administrative Support Associate

07/21/2021

08/10/2021

1.000

Non-Exempt

61

Graduate and Student Worker Administration

1. Prioritizing work, scheduling hours and meetings, and assigning tasks to self, staff, graduate assistants, and student workers.2. Supervising and evaluating work of graduate assistants and student workers.3. Maintaining transparent workload around major projects, including coordinating communicationbetween staff, graduate assistants, student workers, and faculty.4. Troubleshooting office problems as they occur, recommending solutions, gaining approval, andimplementing change.5. Developing tracking systems to inform coordination of annual programs/events, especially around schedule deadlines.6. Educating staff, graduate assistants, and student workers on the purpose and organization of academic and co-curricular programs.7. Educate staff, graduate assistants, and student workers on software and office equipment, filemaintenance, mail processing, data entry, and event coordination.8. Process paperwork for graduate student financial assistance, including assistantships, scholarships, and prizes. 9. Hiring and supervision of federal work-study students.

Maintaining and Utilizing Program Data

1. Database design based on informational analysis. Creating and entering information into a department database using Excel and Access (creating report formats), word processing correspondence using Word applications, and using desktop publishing such as Adobe Creative Suite to create documents on a regular basis.2. Entering and constantly accessing information using Banner Student, Banner HR, Banner Financial (Internet Native Banner) forms.3. Running reports from Access using parameters and queries, as used for job searches for example.
4. Maintenance of mailing lists for many constituent groups – Alumni, Friends, Faculty, Students, Affiliates.

Public Relations

1. In consultation with Administrative Core Group, identify cost-effective, impactful PR products (e.g., news releases, brochures, flyers, newsletter, calendar, online and print versions).2. Supervise the content, editing, writing, design, and format of all PR products.3. Establish and maintain effective rapport with university and external PR production firms.4. Constantly seek new information and educational opportunities to assess and enhance the cost-benefit ratio of all PR products.

Events Coordination

1. Support the development of project plans to be carried out by a faculty-student leadership team.2. In consultation with event team leaders, coordinate space, schedule, travel arrangements, equipment needs, refreshments, and other details as relevant.3. Mentoring and supervising student-led events sponsored by WGSS.4. Develop and maintain a meaningful, standardized program/event evaluation process to include data about the event, strengths and weaknesses, and plans for subsequent events, as well as periodic requests for feedback from event attendees. 5. Design and implement logistic design and program promotion for large national and international conferences sponsored by WGSS.6. Collaborate with students and faculty to propose and organize co-curricular programming that furthers the academic goals of WGSS.

Financial/Program Management

1. Responsible for maintenance of Course Scheduling historical information and up-loading of current course schedule on or before institutional due date (including identification and verification of WGSS marker courses in consultation with curriculum coordinators).
2. Responsible for Account Maintenance including recording expenditures and account balances, maintaining budget records in spreadsheets, projecting future costs, reports on discretionary funds, and producing budget reports on demand for all state accounts (4), six endowment and special.
3. Primary departmental resource on business procedures and having full responsibility and signature authority for budgets totaling over $100,000, including purchasing, receiving, check requests, reconciliation, trouble-shooting and approving check requests, manual checks, travel reimbursements, research reimbursements, honoraria, or advance payments.
4. Serving as office resource on Banner applications, balancing internal accounting records against Banner, loading courses into Banner for scheduling, and checking and maintaining student records.
5. Completing recruitment paperwork for faculty and staff positions.
6. With the Director, plan and execute annual budget requests.

Program Administration

1. Serving as first contact and resource person for the program and developing Administrative policies and procedures and providing them to students. Establishing a model for professional, positive interactions with customers providing accurate information and explanations based on university procedures.2. Creating office structures for knowledge and information management with respect to the customer.3. Independently resolving customer problems by reliance on extensive program knowledge, analytical skill, and research of past actions.4. Supervising/Educating students to explain basic program information and to refer customers to appropriate resource.5. Encouraging a positive and helpful attitude, creating a positive office climate.6. Keeping informational brochures and materials up to date.7. Maintaining a professional workspace.8. Using in-depth program knowledge to advise others, not only explaining, but interpreting program guidelines and policies by giving out factual and historical program information to assist students, staff, faculty, and prospective students to understand WGSS programs.9. Serving as a program advocate to higher ranking administrators by serving on university committees such as Students First, SECC, A&S Staff Council, and acting as a resource in the absence of the Director. 10. Applying substantial program knowledge in order to respond to program users’ or participants’ questions on a daily basis. Making decisions about how to apply program rules in unusual situations 11. Creating and maintaining reports on program participants, budgets, statistics, and/or effectiveness. 12. Authorizing completed forms by signature such as all financial forms, program memos as needed, and academic forms when authorized by director.13. Responsible for effectiveness of office management.14. Developing Administrative policies and procedures and providing these to students.15. Assisting students in accessing services such as scholarship information and elective lists, co-curricular programming, and referring students to other resources such as the Health Center and local agencies.16. Explaining, processing, and maintaining Scholarship and grant forms, Special Requests, Change of Major forms, Permission for Transfer Study, and related forms.17. Providing factual and procedural information about program qualifications, course prerequisites, scholarships available in-house, academic progression requirements, and related concerns.18. Meeting and event coordination: reserving rooms or setting up zoom and sending calendar invites.19. Overseeing and filing the administration of in-person and online teaching evaluations each semester.

Communication - Verbal

Applies knowledge of programs, policies, and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information.

Advanced

Communication - Written

Independently composes letters, memos, and reports requiring research and presents data accurately to support findings. Responds to inquiries, which require written explanation or interpretation of established policies, procedures, and programs. Reviews sensitive materials and edits content constructively.

Advanced

Office Technology

Integrates varying software or learns new computer applications to meet unique work needs. May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Advanced

Work Coordination

Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports, and files. May develop new processes or procedures relevant to the support needs of the office.

Advanced

Problem Solving

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.

Journey

Knowledge - Program

Applies substantive knowledge of program policies and procedures that affect operations. Applies program knowledge to client situations; applies knowledge of program content and services in the analysis of information and decision-making.

Advanced

Information/Records Administration

Utilizes, reconciles, and manipulates data for management reports from different internal and external sources. Applies an understanding of the information in order to extrapolate key data elements. May serve as a lead worker.

Advanced

Budgeting

Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility.

Advanced

Hand Movement-Repetitive Motions - O, Hand Movement-Grasping - O, Holding - O, Reading - F, Writing - F, Vision-Preparing/Analyzing figures - O, Hearing - F, Talking - F, Sitting - F, Walking - O, Bending - O

Inside - C