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Administrative Support Associate

Employer
The University of North Carolina at Charlotte
Location
Dubois Center

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Vacancy Open to:

All Candidates

Employment Type:

Permanent - Full-time

Hours per week:

40

Months per year:

12

Position Number:

001563

NC Salary Grade Equivalency:

GN06

Classification Title:

Administrative Support Associate - Advanced

Working Title:

Administrative Support Associate

Salary Range:

$36,177 - $43,550

Anticipate Hiring Range:

$36,177 - $40,944

FLSA Status:

Non Exempt

Division:

Academic Affairs

Department:

College of Business (Col)

Work Unit:

Graduate Programs

Work Schedule:

9:00 am – 6:00 pm; Monday – Friday with occasional evening and weekend hours required.

Primary Purpose of Position:

Serving as the face of the department, the Administrative Support Associate for Graduate Programs and Executive Education acts as a liaison between College-level staff, administration and department faculty, fulfilling the needs of the Associate Dean for Graduate Programs and Executive Education, Graduate Programs staff, faculty, students, vendors, business connections, guests, and College personnel. This position provides administrative support and serves as the office manager for the department. Administrative tasks include coordinating, scheduling, and supervising meetings, events, travel, and purchasing, as well as maintaining office equipment.

The Administrative Support Associate is the first point of contact serving as receptionist for the Graduate Programs and Executive Education Office (located at the Dubois Center). The person is responsible for managing the main Graduate Programs phone line, email inbox, and greeting guests of the office including: faculty, staff, current students, prospective students, community members, and other stakeholders.

The Administrative Support Associate is responsible for establishing and maintaining business relationships. In particular, this person works very closely with the Belk College External Relations and Finance and Personnel teams, as well as with Dubois Center staff.

This position administers on-site and off-site education programs, including:
- scheduling meetings and rooms
- arranging and ordering catering
- editing and printing materials
- ordering supplies and materials
- coordinating day-of-event logistics
- providing client and faculty support

In addition, this position configures, coordinates, and hosts in-person and online sessions. The person responds to business inquiries, assists employers with Hire-A-Niner, and schedules employer information sessions.

In all aspects of the job, the Administrative Support Associate position involves providing timely and accurate information. The Administrative Support Associate is often required to creatively pursue answers to questions on a wide range of topics.

Minimum Education/Experience:

Required Minimum Qualifications:

Graduation from high school; or an equivalent combination of education and experience.

University Preferred Qualifications:

Graduation from high school, or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties:

The Administrative Support Associate provides administrative support and serves as the office manager for Graduate Programs. Administrative tasks include:

- Serving as the receptionist for the Graduate Programs and Executive Education Office located at the Dubois Center
- Greeting and assisting visitors, including guests, faculty, staff, prospective and current students, community members, and other stakeholders
- Managing the main Graduate Programs phone line and email inbox
- Coordination and scheduling of meetings and events
- Supporting the delivery of both on and off-site educational programs, including room reservation/rental, overseeing catering orders, managing day-of-event logistics
- Coordinating and hosting in-person and online sessions in support of the Graduate & Executive Programs Office
- Providing support to employers for the Hire-A-Niner system
- Purchasing
- Travel processing
- Managing office equipment
- Administrative budget assistance

The Administrative Support Associate assists in budgeting, purchasing, communication (oral, written, web), project management and promotional activity related to the recruitment and retention of graduate students in the Belk College of Business.

This position works closely with staff members on the Belk College External Relations and Finance and Personnel Teams, as well as Dubois Center personnel.

Departmental Preferred Experience, Skills, Training/Education:

- Prior administrative support and/or customer service experience.
- Prior experience working in higher education.
- Experience with policies and procedures in the area of purchasing and travel.
- Knowledge of policies and procedures in a of graduate education department.
- Demonstrated ability to be proactive and self-motivated, with previous experience in a position
that involved making informed decisions.
- Prior events coordination experience.
- Demonstrated attention to detail.
- Demonstrated capability in coordinating a wide variety of projects and tasks on a daily basis.
- Well-developed written and oral communication skills.
- Demonstrated ability to work effectively with a diverse team.
- Demonstrated delivery of high quality customer service.
- Managing priorities and requests from multiple constituencies.

Work Location:

Dubois Center, with intermittent travel to Main Campus

Posting date:

09/23/2021

Closing date:

10/07/2021

Proposed Hire Date:

11/01/2021

Special Notes to Applicants:

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

  • Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

  • Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Please submit a resume and cover letter with your application.

  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

Organization

About Us

UNC Charlotte is North Carolina's urban research university. It leverages its location in the state's largest city to offer internationally competitive programs of research and creative activity, exemplary undergraduate, graduate and professional programs, and a focused set of community engagement initiatives. UNC Charlotte maintains a particular commitment to addressing the cultural, economic, educational, environmental, health, and social needs of the greater Charlotte region. 

Located in the state’s largest metropolitan area, UNC Charlotte is among the fastest growing universities in the UNC System.  A large public university with a small college feel, UNC Charlotte’s 1,000-acre campus is the home away from home for more than 29,000 students.  The University offers internationally competitive research and creative activity opportunities and exemplary undergraduate, graduate and professional programs coupled with a focused set of community engagement initiatives that enrich the region’s quality of life.

In fulfilling our mission, we envision a University that promises:

  • An accessible and affordable quality education that equips students with intellectual and professional skills, ethical principles, and an international perspective.
  • A strong foundation in liberal arts and opportunities for experiential education to enhance students’ personal and professional growth.
  • A robust intellectual environment that values social and cultural diversity, free expression, collegiality, integrity, and mutual respect.
  • A safe, diverse, team-oriented, ethically responsible, and respectful workplace environment that develops the professional capacities of our faculty and staff.

To achieve a leadership position in higher education, we will:

  • Rigorously assess our progress toward our institutional, academic, and administrative plans using benchmarks appropriate to the goals articulated by our programs and in our plans.
  • Serve as faithful stewards of the public and private resources entrusted to us and provide effective and efficient administrative services that exceed the expectations of our diverse constituencies.
  • Create meaningful collaborations among university, business, and community leaders to address issues and opportunities of the region.
  • Develop an infrastructure that makes learning accessible to those on campus and in our community and supports the scholarly activities of the faculty.
  • Pursue opportunities to enhance personal wellness through artistic, athletic, or recreational activities.
  • Operate an attractive, environmentally responsible and sustainable campus integrated with the retail and residential neighborhoods that surround us.

Dual Career

The University of North Carolina at Charlotte is committed to the recruitment and retention of highly qualified and productive faculty, administrators, and other professional staff members. We recognize that career decisions are influenced by family considerations.  For up to one year from the date of an employee’s relocation to Charlotte, the University will assist the employee’s  spouse or domestic partner with efforts to find employment within the University and/or within the surrounding area.

Diversity at UNC Charlotte

UNC Charlotte is committed to cultivating diversity and inclusion throughout the campus. Our campus community is comprised of people who represent the wide breadth of gender identities, sexualities, races and ethnicities, faith traditions, nationalities, and other social groups and backgrounds.  All of these identities and experiences enrich the University as a whole.  UNC Charlotte strives to celebrate and leverage the benefits of this diversity, and to sustain an inclusive and welcoming environment for all students, faculty, and staff.

To learn more about plans, programs, resources and news and events relating to diversity and inclusion at UNC Charlotte please use the following link: https://diversity.uncc.edu/

To access the full text of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion please use the following link: https://diversity.uncc.edu/sites/diversity.uncc.edu/files/media/Campus%20Plan%20for%20Diversity%2C%20Access%2C%20and%20Inclusion%202016.pdf

Optional text if space allows….

Overview of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion.

The goal of quality education for all at UNC Charlotte is the foundation for our Diversity Plan.  At its fullest potential, higher education allows students to interact with people from different backgrounds and to engage a range of ideas and perspectives.  This educational experience cultivates the skills that graduates will need to function adeptly in a global society.  

As North Carolina and the Charlotte region undergo rapid population growth and demographic change, UNC Charlotte must respond to the needs of a more diverse student population. It is imperative that the University prepare its students to become leaders and thriving citizens in a pluralistic and multicultural society. In adopting our Diversity Plan, we affirm that:

  •  

    • We believe that a diverse faculty, staff and student body are critical in advancing teaching, scholarship, and community engagement at UNC Charlotte.
    • We are committed to enhancing opportunities for living, working and learning in a diverse environment
    • We are committed to educating our students to interact effectively and respectfully in the global community. 

      The Plan identifies components of a diverse campus community and outlines steps toward building an inclusive environment that promotes the success of all students, faculty, and staff. It is a living document that affirms our institutional values and is designed to offer guidance to University departments and units for achieving the University goals for diversity.  The seven broad objectives of the Diversity Plan are:

      1: Promote a broad understanding of goals for diversity, access, and inclusion for the University through active outreach to the campus community.

      2: Recruit and graduate a diverse student body that reflects community diversity and addresses the state’s need to increase access to higher education for historically underrepresented and economically disadvantaged students.

      3: Increase the recruitment of underrepresented faculty and advance their progression through the faculty ranks.

                  4: Increase the representation of staff from underrepresented groups.

      5: Ensure the presence of institutional environments and course development that enhance learning and appreciation for the full range of diversity.

      6: Develop external relationships with the community to enhance diversity on and off campus.

                  7: Ensure the Success of the Plan through Assessment, Accountability, and Recognition.

       

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