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Admin Support Associate

Job Details

Vacancy Open to:

All Candidates

Employment Type:

Permanent - Full-time

Hours per week:

40

Months per year:

12

Position Number:

001216

NC Salary Grade Equivalency:

GN04

Classification Title:

Administrative Support Associate - Journey

Working Title:

Admin Support Associate

Salary Range:

$32,559 - $39,795

Anticipate Hiring Range:

$32,559 - $36,000

FLSA Status:

Non Exempt

Division:

Student Affairs

Department:

Dean of Students (Adm)

Work Unit:

Dean of Students

Work Schedule:

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position:

This position provides general administrative support for the Student Assistance and Support Services Office. SASS is comprised of Associate Dean of Students, Associate Director, Assistant Director for Withdrawal Services, and Assistant Director of Case Management.

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 two years of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties:

- Appropriately triage concerns, clarifying inquiry and providing accurate information, assistance or referrals both internal and external referrals0s.

- Maintain basic knowledge of appropriate institutional policies and procedures, including, but not limited to, academic policies.

- Assist students in crisis by providing information related to campus resources and academic accommodations.

- Maintain basic knowledge of resources available through campus partners, including Housing and Residence Life, Registrar’s Office, Counseling Center Student Health Center, Center for Wellness Promotions, Financial Aid, Students Accounts, Residency Determination Office. etc.

- Provide factual information or procedural information on: full or partial withdrawal and appeal process, absence verification process and tuition, housing and dinning appeals process.

- Draft letters to faculty advocating for students in crisis as directed by the Assistant Dean.

- Maintain and update department webpage.

- Access and utilize Maxient database to look up information and create cases related to absence verification requests, full or partial withdrawal request, tuition, housing and dinning appeals request.

- Compose and disseminate email correspondence for a variety of purposes without review.

- Compile information for reports or mailings.

- Copy and collate documents upon request.

- Make room reservations for campus events and meetings.

- Handle details of recruiting, interviewing, and corresponding with candidates for processional staff vacancies.

- Maintain calendars of staff in the Office of Student Assistance and Support Services.

- Research staff travel requests for local and national conferences.

- Manage the Office of Student Assistance and Support Services general email account by checking emails daily from students, faculty, staff etc, forwarding emails to appropriate staff and responding to request. concerns, issues or complaints and to determine the best course of action.

- Probe for details in order to assist when more information is needed in order to help or to refer students, faculty, parents or staff to the correct individual or departments seeking help and assistance.

- Explain overall services of the Dean of Students Office

- Manage access to administrators by screening calls and visitors to determine appropriate course of action.

- Identify underlying root of customer problems when they are poorly communicated.

- Demonstrate a collaborative attitude when interacting with other team members to direct and complete administrative tasks.

- Have a pleasant attitude and disposition.

- Use interpersonal skills to change the perspective of unhappy clients seeking support and assistance from the Office of Student Assistance and Support Services.

- Respond calmly to people under stress or expressing displeasure.

- Take responsibility in the absence of staff in the Office of Student Assistance and Support Services to direct a student to another Dean of Students staff member or another department.

- Submit facilities request request, inventory, and media forms to other units to initiate an action.

- Design and modify filing systems for work efficiency.

- Reserve hotel and transportation for incoming guest speakers or participants.

Other Work Responsibilities:

- Create safe and welcoming environment for visitors to the Office of Student Assistance and Support Services, including students, parents, faculty/staff, and other institutional stakeholders.

- Demonstrated experience with the following technology systems; G-mail, Google Calendar, Banner, Microsoft Office Suite, Adobe suite, Maxient student conduct database

- Excellent oral and written communication skills, a collaborative communication style, strong interpersonal skills, and proven ability to work with sensitive and confidential information.

- Strong organizational skills.

- Ability to work autonomously in fast-paced, high energy environment.

- Maintain confidentiality of records and other information or records.

Departmental Preferred Experience, Skills, Training/Education:

- Bachelors degree from an accredited college or university.

- One to two years of responsible administrative/office management experience.

- Demonstrated experience with the following technology systems: Gmail, Google Calendar, Banner, Microsoft Office Suite, Adobe Acrobat Suite, Maxient Student Conduct Database and OrySync.

- Experience working in Higher Education.

- Demonstrated ability to multi-task and work in a fast-paced environment.

- Demonstrated ability to be flexible and adaptable to a changing campus environment.

- Demonstrated ability to manage multiple projects and deadlines.

- Experience working with sensitive and confidential records/information.

- Demonstrated excellent oral and written communication skills.

- Experience working in the field of customer service.

Work Location:

Cone 349

Posting date:

08/11/2022

Closing date:

08/25/2022

Proposed Hire Date:

09/12/2022

Special Notes to Applicants:

UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits

The finalist will be subject to a Criminal Background Check.

* The Search Committee will not contact references without first verifying permission with the finalist.

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.


* 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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