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Administrative Support Associate

Fayetteville State University
Fayetteville, NC

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Job Details

Position Title::

Administrative Support Associate

Position Number::


Full-time or Part-time::

Full Time


Human Resources

Posting Number::




Job Category::

Clerical and Secretarial

Hiring Range::

$31,200.00 - $31,200.00

Overall Position Competency::


Description of primary duties and responsibilities::

Primary Purpose of the Organizational Unit

The FSU Human Resources Office provides comprehensive programs and services to attract, support and retain high performing faculty and staff at the University and develop a workforce that efficiently serves the University in support of its mission. The Human Resources department partners with university stakeholders in proactively assisting them in achieving their short and long- term goals and objectives. This is accomplished by implementing best practices to support vice chancellors, deans, directors, department heads, staff, faculty and supervisors in the areas of:

· Recruitment and Employment· Classification and Compensation· Benefits and Leave Administration· Human Resources Information Systems· Salary Administration· Payroll· Employee Relations· EEO· Training and Professional Development

Primary Purpose of the Position

This position reports to the Human Resources Consultant for Employment Services and functions as the initial point of contact for visitors and incoming calls to the HR department. This position also provides assistance to Human Resources personnel, employees, visitors, applicants, and University departments with Human Resources processes, to include identifying issues and referring to appropriate individuals, answering routine questions about Human Resources related activities, i.e., recruitment, classification, personnel services, employee relations, benefits enrollment (dates, website locations, etc.); and other duties as assigned.

Description of Work Continued::

Communication-Verbal A major component of this position is serving as the first point of contact for visitors entering the Human Resources Department. The public contact/service role of this position is of vital importance because it is often the first impression that visitors have of HR and the University. This involves significant public contact/service to the campus community and public. These duties include answering the main HR phone line and directing calls appropriately and directing visitors to appropriate HR unit/staff. It is essential that the position portray a professional image, provide accurate information, and respond to inquiries in a timely and professional manner. Must be able to communicate effectively with employees regarding various human resources issues.

Knowledge-Program Understands HR programs and services and can provide accurate answers to telephone inquiries or to walk-in visitors and/or direct them to the appropriate person. Responds to requests for information from human resources records and information systems, which requires significant knowledge of the records, related laws, policies, and procedures in order to provide correct information and explanation. Researches and provides personnel information regarding university employees, temporary, and student workers to requesting agencies. To be proficient in these tasks, the employee must have general knowledge of each area of human resources office practices and procedures. Must be able to assist with applicant’s inquiries regarding on-line application system and respond to inquiries on the recruitment process. May be requested to schedule appointments/meetings for Associate Vice Chancellor for HR. Manage the HR conference room by scheduling appointments, confirming equipment and/or supply needs, ensuring room is set-up, and returning equipment and/or supplies to proper location at the conclusion of meetings. Direct external and internal customers to conference room location. Ensure all external HR customers obtain required campus parking authorization.

Information/Records Processing and Intake Research HR files/HRIS systems and provides accurate employment history information for employment verifications. Collect, scan, organize and distribute employee documents (i.e., timesheets, performance management documents, etc.) upon receipt to the HR Office. Use monitoring system to ensure all paperwork is received timely. Assists newly hired employees/customers in completing new hire documentation to include I-9 forms, payroll documentation and new hire packets. Enter I-9 information into E-Verify for approval. Ensure all forms are completed accurately and submitted by due date. Distribute mail to appropriate HR staff based on standardized procedures.

Communication-Written Position prepares correspondence for signature; prepares and updates spreadsheets for employment. Composes other business e-mail communications, memos, letters, and reports as requested. Composes general correspondence involving program or operational procedures independently from general instructions or brief summaries. Assist with maintenance of HR website; prepare and/or update content as directed.

Office Technology Office equipment operation is involved in nearly every kind of work performed by the position. Primarily, the employee needs to be proficient with Microsoft Office, frequently using Microsoft Word, Excel, and Outlook; must be knowledgeable of Human Resources Information Systems (i.e., Banner) and Applicant Tracking Software (i.e., PeopleAdmin). Knowledge of various other office equipment operation include copier, and shredder. The employee also needs to have knowledge of fax servers. Set up equipment (i.e., laptop and projector) as requested for meetings.

Other Duties as Assigned As requested, schedules meeting rooms for all HR staff.

Minimum Education and Experience Requirements::

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

Knowledge skills and abilities::

Excellent organizational, interpersonal, written, and verbal communication, customer service, and problem resolution skills; ability to listen and ascertain the needs of employees and customers; ability to find and communicate accurate information concerning processes, policies and procedures to employees and customers; ability to respond to employees and customers tactfully and courteously.

Demonstrated ability to prioritize and handle multiple functions with accuracy and attention to detail. Must be detail oriented and have strong organizational skills.

The person in this position must have working proficiency with Microsoft Word, Excel, and Human Resources Information Systems, and document imaging systems. The person in this position uses a computer, printer, fax server and copier daily must be high proficient in office technology and ability to learn/use campus-specific system and have the ability to multi-task and work independently.

Preferred Qualifications::

  • One to three years of experience in office, business and/or program administration.
  • Prior experience with I-9 and employment verification requirements
  • Prior experience in college or university setting.
  • Experience with video conference software

Closing Date::


Open Until Filled::


Other Information:

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.

EEO Statement::

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).

Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.

Veteran's Statement:

Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.

Quick Link:


Working at Fayetteville State University

Fayetteville State University (FSU) is a member of the prestigious University of North Carolina System. Situated in southeastern North Carolina, FSU prides itself in being in one of the most diverse cities in the country and neighbor to one of the nation’s largest military installations – Fort Bragg.

FSU has a rich history that serves as genesis for its current status as a leading institution of higher learning. A year after the Civil War ended, the Phillips School provided primary education to Fayetteville’s black citizens, and the Sumner School provided intermediate education for this population. The two schools were consolidated in 1869 and dedicated in April of that year as the Howard School, in honor of the Freedman’s Bureau chief General O.O. Howard. Seven prominent African-American men pooled $136 to purchase two lots for the first building that housed the Howard School. Robert Harris was named the first principal of the Howard School.

In 1877, the Howard School became not just the first public normal school for African Americans in North Carolina but also the first state-sponsored institution for the education of African-American teachers in the South. It was renamed the State Colored Normal School in Fayetteville that year, Fayetteville State Teachers College in 1939, Fayetteville State College in 1963, and Fayetteville State University in 1969.

While FSU’s roots are as a teacher education institution, it now offers nearly 70 degrees at the baccalaureate, masters and doctoral levels. Many of the programs are accredited by the top agencies. The university’s School of Business and Economics is endorsed by the Association to Advance Collegiate Schools of Business (AACSB). AACSB is one of the most prestigious and rigorous accrediting bodies for business programs in higher education. Currently, less than one-third of U.S. business programs and only 15% of the world's business programs have earned AACSB accreditation. Receipt of this distinguished accreditation provides evidence that FSU’s School of Business and Economics has established itself as a leader among business schools. Additionally, the Master of Business Administration program has been cited by U.S. News and World Report and The Princeton Review as one of the best graduate business school programs in the country. The Department of Criminal Justice is accredited by the Academy of Criminal Justice Sciences (ACJS). FSU’s criminal justice program is the only such program in North Carolina to hold ACJS certification.

FSU is rapidly becoming a center for research and technology. In spring 2010, the university, in conjunction with the University of North Carolina at Pembroke, cut the ribbon on the Southeastern North Carolina Regional Microanalytical and Imaging Center. The center is home to the electron microprobe, an advanced imaging tool that magnifies objects up to 300,000 times.

FSU is a partner in the community. The institution has formulated a strong relationship with the local municipality and with civic and social organizations in the area. The institution enjoys its partnership with its military neighbors. In the coming years, as a result of Base Realignment
and Closure (BRAC), Fort Bragg will be home to more than 50,000 soldiers and some of the nation’s top military brass. To address their educational needs, FSU has implemented a degree in intelligence studies with plans to offer more academic programs with the military in mind.

Students who come to FSU know they will be learning in a nurturing environment from some of the top scholars in their respective fields. As they matriculate, they know their degrees will prepare them to be 21st century global scholars, change agents, and contributing members of society.

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