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Administrative Support Specialist (Journey)

Employer
University of North Carolina at Greensboro
Location
Greensboro, NC

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Job Details

Requisition Number:

S2474

Position Number:

013642

Position Classification Title:

Administrative Support Spec

Functional Title:

Administrative Support Specialist (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 Division of University Advancement builds and nurtures relationships with loyalty and integrity to promote UNCG’s mission, foster communication, and secure philanthropic support.
We are responsible for:
• Building pride and tradition among alumni, faculty, staff, students, families, and community members
• Developing life-long relationships
• Building advocacy
• Branding and awareness
• Securing private and public financial support
Our division includes Advancement Communications, Advancement Operations, Alumni Engagement, Development, Annual Giving, Donor and Board Engagement, University Events, Gift Planning, Prospect Management & Research, and the Vice Chancellor’s office.

Our mission is to inspire connections, investments, and engagements that drive excellence and opportunity.

Our vision is a University that illuminates potential, eliminates barriers, and ignites achievement.

Position Summary:

The Office of Donor and Board Engagement is currently seeking a team-oriented individual with strong organization, communications skills, and attention to detail. Primarily supporting the Senior Director of Donor and Board Engagement, the position will assist in the support of the Senior Director’s other teams including University Events, Donor and Board Engagement, and Stewardship. The position will work collaboratively across departments to ensure excellent philanthropic experiences and engagement for all constituents and campus partners.

This position reports to the Senior Director of Donor and Board Engagement.

Minimum Qualifications:

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

Preferred Qualifications:

  • Bachelor’s Degree with two years of experience.
  • Higher education experience a plus.
  • Familiarity with donor relations and/or events.
  • Administrative support experience
  • Demonstrated experience with providing excellent customer service and problem solving
  • Strong writing skills
  • Superior attention to detail
  • Comfortable with budgets and project management

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 include:
  • 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:

$39,000 - $40,134

Org #-Department:

Donor and Board Engagement - 33602

Work Hours of Position:

8AM-5PM, M-F

Number of Months per Year:

12

Job Family:

Secretarial and Clerical

Career Banded Title:

Administrative Support Spec

Open Date:

07/01/2022

Close Date:

07/18/2022

FTE :

1.000

FLSA:

Non-Exempt

Key Responsibility:

Administrative Support

Essential Tasks:

Administer and perform administrative and clerical functions for the Senior Director including calendaring, organizing work, and managing workflow across teams.

Serve as primary point of contact for the office communicating with donors and campus partners through email, phone, and in-person, providing excellent customer service.

Coordinate and execute a variety of mailings for the office and serve as back-up to weekly acknowledgment letters.

Coordinate activities and meetings including scheduling and logistics for Senior Director.

Maintain event and donor engagement calendars.

Ability to work independently and assess a variety of situations that may not have standard resolutions, and determine the appropriate actions to meet internal and external constituent needs.

Position requires adaptability and openness to change as the needs of the office change.

Key Responsibility:

Budget

Essential Tasks:

Manage annual budgets for all teams.

Maintain and order office supplies, equipment, and donor/event swag.

Serve as a key contact with all vendors.

Process invoices, travel, and p-cards, and track and reconcile all expenses.

Together with the Senior Director and Directors, assist with budget recommendations and projections.

Key Responsibility:

Philanthropic Engagement/Experiences support

Essential Tasks:

Provide support for the boards and committees the Senior Director oversees

Assist in the planning and execution of meetings, events, stewardship, and engagement activities

Assist with the creation and management of engagement plans, giving societies, and donor programs

Key Responsibility:

Communication/Information Management

Essential Tasks:

Serve as the administrator for project management software for all teams. Gather information and ensure software is up to date with relevant information

Research and coordinate information for a variety of projects

Draft and edit a variety of material including letters, reports, communications, donor recognition, invitations, briefings, and emails

Create, maintain, and periodically update process manuals, and works with the Senior Director and Directors to draft internal policies, procedures, and templates

Perform list pulls, mail merges, and enters contact reports. Collaborate with Advancement Operations when necessary.

Compile event invitation lists and works with team leaders to ensure appropriate constituents are invited to events

Maintain and organize physical and electronic files.


Ability to communicate policies, revisions, and initiatives with internal and external audiences

Competency:

Knowledge – Program

Competency Description:

Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation. May be the content/process resource.

Competency Level:

Journey

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:

Selects, understands, and fully applies a variety of features in software programs, databases, information systems, and specialized equipment.

Competency Level:

Journey

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:

Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports, or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively.

Competency Level:

Journey

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:

Reading - F, Vision-Preparing/Analyzing figures - F, Hearing - F, Talking - F

Work Environment:

Inside - F

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.

Find Us
Website
Telephone
336-334-5009
Location
723 Kenilworth Street
Greensboro
NC
27402
United States
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