Administrative Support Associate (Advanced)

Requisition Number:

S2453

Position Number:

002936

Position Classification Title:

Administrative Support Associate

Functional Title:

Administrative Support Associate (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 Department of Social Work has approximately 25 faculty and
staff who serve around 500 students in Social Work and Gerontology
programs. Close to 350 students are enrolled in the undergraduate
programs. The Ph.D. program has 14 students and the master’s
programs have approximately 110 enrolled students.

Position Summary:

This position serves as the primary Administrative Support Associate and assistant to the Department Chair and requires a high level of confidentiality. The major purpose of this position is to provide direct support to faculty, staff, students, and other partners related to the Department of Social Work and Gerontology Programs/Committees. This support requires a high level of customer service, and attention to detail, and includes running reports, use of office technology and computer skills, course scheduling, customer service, and office logistics. This position will also be responsible for managing the websites, and campus databases (Banner, Argos, Schedule Hero, etc), as well as scheduling appointments, and meetings, researching files and records and preparing and proofreading correspondence, reports, and other documents as requested.

Minimum Qualifications:

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

Preferred Qualifications:

Associate’s Degree; one to two years related experience.

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:

$35,621 – $37,644

Org #-Department:

Social Work - 12401

Work Hours of Position:

8 A.M. - 5 P.M., Monday - Friday

Number of Months per Year:

12

Job Family:

Administrative & Managerial

Career Banded Title:

Administrative Support Associate

Open Date:

06/13/2022

Close Date:

07/15/2022

FTE :

1.000

FLSA:

Non-Exempt

Key Responsibility:

Facilitate expenditures including purchasing, reimbursement, and personnel

Essential Tasks:

Aid Business Services Coordinator in initiating purchases on behalf of the Department of Social Work. This includes utilizing eMarketplace (for routine orders and Purchase Orders) and UNCG Catering (or other food vendor).
Use Pcard in compliance with university policy, only engaging in allowable uses.
Process requests for travel reimbursement. Completes travel forms and checks travel form submissions for accuracy.
All processes shall be completed in a timely and accurate manner.

Key Responsibility:

Leave Management and Time Entry

Essential Tasks:

Communicate with leave-earning employees, student worker(s), temporary employees, hourly, and other relevant personnel about deadlines for time sheets or leave reports.
Perform time entry on a monthly basis for all employees within Org. Duties should be performed by the prescribed deadlines with a high level of accuracy.
Reconcile time entry against ePrint.
Serve as a resource for Department of Social Work employees on how to complete time sheets in compliance with university rules.

Key Responsibility:

Oversees scheduling of Social Work and Gerontology courses

Essential Tasks:

Enters course scheduling information into Banner. Collaborates with
Department Heads and Program Directors to verify accuracy of course
schedule for fall, spring, and summer semesters.

Key Responsibility:

Customer Service

Essential Tasks:

Providing excellent customer service to students, staff, faculty, and guests in-person, through e-mail, or via phone.
Answer phone for main SW Department and direct calls as appropriate.
Maintaining and providing current and accurate information regarding the BSW and Gerontology Programs.
Communicating with professional staff to stay abreast of programs and upcoming events.
Answering questions fully, and referring appropriately.
Updating the bulletin boards, and office directories, and checking any posted flyer areas for outdated content as needed.
Maintaining working knowledge of all University policies and procedures to support the daily functions, mission, goals, and programs of the Department of Social Work.
Follow appropriate regulations regarding confidentiality in written and oral communication.

Key Responsibility:

BSW, Gerontology, and the Gerontology, Research, Outreach, Writing, and Teaching Hub (G.R.O.W.T.H.) support

Essential Tasks:

Assists the BSW Director and BSW Field Director to manage student information, files, certificates, awards, and other duties.
Primary liaison for the Gerontology faculty for undergraduates (minors) and graduate students.
Use appropriate software programs (including Microsoft Word, Excel, Powerpoint, etc).
G.R.O.W.T.H. support – manage listserv and announcements for G.R.O.W.T.H events, coordinate catering/reservations, RSVPs, and event set up.

Key Responsibility:

General Program Support

Essential Tasks:

Processes copy/print jobs for faculty
Textbook ordering
Maintain course syllabi file for Department
Key assignments and orders
Arrange Parking for Adjuncts and Visitors
Facility Operation Work Orders
Special event coordination/attendance (i.e., Graduation, BSW Field Orientation, others as needed)
SECC Coordinator
Schedule candidate interviews
Coordination of office moves/new space set ups
Spartan Printing orders
Name tag, plaque and award orders, and maintenance
Online directory maintenance
Prepare, receive and distribute mail and FedEx/UPS packages
Room reservations
Other duties as assigned

Competency:

Communication - Verbal

Competency Description:

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.

Competency Level:

Advanced

Competency:

Knowledge- Program

Competency Description:

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.

Competency Level:

Advanced

Competency:

Problem Solving

Competency Description:

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 the supervisor.

Competency Level:

Journey

Competency:

Communication - Written

Competency Description:

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.

Competency Level:

Advanced

Competency:

Office Technology

Competency Description:

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.

Competency Level:

Advanced

Competency:

Information/ Records Administration

Competency Description:

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.

Competency Level:

Advanced

Physical Effort:

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

Work Environment:

Inside - C, Outside - R