Administrative Support Associate

University of North Carolina at Charlotte, United States

Updated: about 1 month ago
Location: Charlotte, NORTH CAROLINA
Job Type: FullTime
Deadline: ;

Position Information
General Information


Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 007151
NC Salary Grade Equivalency GN03
Classification Title Admin Support Associate - Contributing
Working Title Administrative Support Associate
Salary Range $33,540 - $36,894
Anticipate Hiring Range $33,540 - $34,000
FLSA Status Non Exempt
Division Academic Affairs
Department College of Humanities & Earth and Social Sciences (Col)
Work Unit Political Science & Public Administration
Work Schedule
8:00 am – 5:00 pm; Monday – Friday
Primary Purpose of Position
Provide administrative support to the Political Science and Public Administration Department. Primary duties include assisting the Department Chair, Undergraduate Coordinator, Business Services Coordinator, and faculty by using internally and externally developed software to produce correspondence, reports, flyers, and miscellaneous materials, and to maintain University records.
The person in this role will serve as a resource for Undergraduate students as they navigate Department and University processes by providing factual and procedural information.
They will also be responsible for updating and maintaining the department website; assisting the Business Services Coordinator with processing financial transactions; and event planning (room reservations, payments, etc.). In addition, they will be cross-train with the other Administrative Support Associate and Business Services Coordinator to serve as backup in their absence in an effort to maintain business continuity.
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 one year of office/clerical work experience; or an equivalent combination of training/experience.
Essential Job Duties
  • Serve as resource for undergraduate students as they navigate Department and University processes by providing factual and procedural information.
  • Assist Department Chair, Undergraduate Coordinator, Business Services Coordinator, and faculty by providing requested information from Banner Self Service, and other sources.
  • Use internally and externally developed software to perform daily activities (i.e. Archibus, Bank of America Works, Banner Self Service, Canvas, e-print, 49erMart, Internet Native Banner, Microsoft Suite, NinerScholars, and Report Central).
  • Use Hire-A-Niner to post Work Study positions, hire, train, monitor students, and approve timesheets using Web Time Entry.
  • Assist with processing travel documents, including reimbursements and direct payment forms.
  • Utilize 49erMart and Bank of America Works to make purchases and ensure payment is issued to vendors. Monitor need for supplies and request permission to order supplies.
  • Utilize Internet Native Banner to enter course schedule information, obtain student information, assign academic advisors to students, and obtain other information as required.
  • Maintain department website.
  • Monitor usage of network copier, serve as resource for complex copying projects, and serve as department liaison with Toshiba Business Solutions.
  • Maintain and use Google Groups to correspond with students, faculty, and staff.
  • Assist the Pi Sigma Alpha Honor Society faculty advisor with all aspects of the Honor Society and assisting with a year-end reception.
  • Manage undergraduate major/minor/concentration changes, act as liaison with the Registrar’s Office, and provide current enrollment data and reports, as needed.
  • Cross train and serve as backup to other Administrative Support Associate and Business Services Coordinator to maintain business continuity.
Other Work Responsibilities
  • Act as liaison between faculty members and UNC Charlotte bookstore and assist faculty members with obtaining desk copies of books.
  • Respond to email requests professionally and effectively from a diverse group of internal and external constituents in accordance with standard processes and procedures. Identify and provide answers to off-campus requests that require decision-making skills.
  • Use interpersonal skills to effectively communicate and understand needs expressed by individuals from a variety of cultures and limited English language skills. Calmly and clearly, communicate standard services, processes, and procedures using established guidelines, and direct individuals to the appropriate source for problem resolution.
  • Serve as backup to the Administrative Support Associate and Business Services Coordinator in their absence to maintain business continuity.
  • Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education
  • Previous experience working in Higher Education is preferred.
  • Ability to work independently and on a team is strongly desired.
  • Effective written and oral communication skills.
  • Ability to accept directions and apply policies and procedures to a variety of tasks.
  • Experience using WordPress or similar software to update websites.
  • MS Office and G-Suite software experience.
  • Takes initiative and offers suggestions to make processes more efficient.
  • Ability to analyze and solve problems.
  • Experience working in Internet Native Banner preferred.
  • Should have experience in electronic document management and strong organizational skills.
  • Prior administrative support services is preferred.
Necessary Licenses or Certifications
Work Location Fretwell 4th floor
Posting date 02/29/2024
Closing date 03/17/2024
Proposed Hire Date 04/08/2024
Contact Information
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.
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.

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