Administrative Support Specialist

University of North Carolina at Charlotte, United States

Updated: 3 months 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 001295
NC Salary Grade Equivalency GN08
Classification Title Administrative Support Specialist - Advanced
Working Title Administrative Support Specialist
Salary Range $41,251 - $50,417
Anticipate Hiring Range $41,251 - $47,000
FLSA Status Non Exempt
Division Academic Affairs
Department Academic Affairs (Adm)
Work Unit Academic Affairs VC
Work Schedule
8:00 am – 5:00 pm; Monday – Friday
Primary Purpose of Position
This position serves as the primary backup for the Executive Assistant to the Provost (scheduling, calendaring, meeting preparation, and management of special projects) and coordinates events in the Office of Academic Affairs. Additionally, the Administrative Support Specialist supports the Office of the Provost suite with greeting guests and assisting groups who have meeting and room reservations.
Minimum Education/Experience
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills, and abilities gained through four years of specialized office experience or an equivalent combination of education and experience.
Essential Job Duties
  • Serves as the primary backup for the Executive Assistant to the Provost.
  • Supports the Office of the Provost area (geographical space) with greeting guests.
  • Coordinating meeting/room reservations for conference rooms. Act as primary coordinator for meeting planning items (e.g. room reservations, catering, invitations).
  • Assisting the EA with scheduling for the Provost. Plan, design and produce Office of Academic Affairs meetings/events.
  • Assistance with the facilitation of Office of Academic Affairs events.
  • Works in coordination and collaboration with the Executive Assistant to the Provost, helping to ensure the day to day workflow and activities of the office are completed with attention to detail and timeliness.
  • Remain knowledgeable of activities of the Provost by monitoring calendars and correspondence.
  • Responsible for the management of temporary and student employees.
  • Routinely provides assistance to the Executive Assistant based on daily, weekly or project oriented needs of the office.
  • Demonstrate the ability to adeptly complete prioritized, and re-prioritized, tasks and projects based on the changing schedule and work of, and through, the office is expected.
  • Excellent communication and interpersonal skills, poise, and flexibility are essential. Uses sound judgment, tact and discretion.
  • Communicate with faculty, students, staff, vendors, and other outside constituents via email and mail and responds to inquiries in a timely and professional manner with attention to detail.
  • Prepare invitations for meetings and events, and compose communications to be sent to invitees/attendees. Coordinate the preparation of meeting/event programs, signage, and Provost’s speeches/remarks.
  • Proactively and independently resolve problems that may arise from students, families, faculty, and staff and address questions by referring to university and academic procedures and policies and make referrals when necessary.
  • Understand, be comfortable with and fully use MS Office software, including Word, Excel, and PowerPoint; Google Mail/Calendar, Google Docs, Sheets, and Slides; internet.
  • Use general office equipment such as copier, fax and scanner. Use 49er Mart, Archibus, Banner Finance, etc. when needed to complete event projects.
  • Continually develops knowledge of the Office of the Provost and the University’s programs, services, policies and procedures to serve as a productive team member and to continuously improve and elevate the work outcomes of the Office and team.
  • Maintains highly professional attitude and demeanor at all times with all internal and external constituents as visitors, callers, meeting participants, and coworkers.
  • Ensure written materials are reviewed and corrected for factual correctness, accuracy, spelling, and grammatical usage.
  • Manage information and records of important projects/programs.
Other Work Responsibilities
  • Flexibility and responsiveness is essential.
  • Communicate and collaborate daily with the Executive Assistant to be prepared for requests of the Provost should the EA be absent.
  • Work with EA to assist with travel planning/reimbursements and other business services and administration as needed.
  • Maintains a positive relationship with coworkers, other units, and individuals both on and off campus.
  • Position will collaborate with other Provost staff and team to plan and coordinate high profile events such as University Convocation.
  • Provide updated lists of attendees and/or committee members related to meetings and events within Academic Affairs.
  • Compile reports for other administrators once projects are complete.
  • Provide assistance to users of audio visual equipment in meeting rooms controlled by the Office of Academic Affairs.
  • Conduct pre- and post– event evaluations and report on outcomes and provides feedback and periodic reports to EA.
  • Propose ideas to improve provided services and event quality.
Departmental Preferred Experience, Skills, Training/Education
  • Graduation from high school and demonstrated knowledge, skills, and abilities gained through specialized office experience or an equivalent combination of education and experience.
  • Department prefers a Bachelors degree and administrative or business services experience in executive-level higher education administrative office.
  • Proficiency with Microsoft Office suite and Google Suite.
  • Proficiency with on-campus electronic systems such as Banner, 49er Mart, BoA Works, and Archibus preferred.
  • Experience in project organization, management and completion.
  • Experience working in an administrative office or similar environment.
  • Proficiency with office-related technology.
  • Experience and ability with providing clear task direction and feedback to individuals or teams (managing others directly or indirectly to achieve shared accountability).
  • Ability to manage multiple tasks and prioritize them appropriately.
  • Excellent verbal and written communication skills.
  • Efficiency and excellent customer service, initiative, proactive problem solving, good organizational skills and strong work coordination abilities.
  • Efficient and effective time management involving self and team members.
  • Excellent customer service, initiative and proactive problem solving skills.
Necessary Licenses or Certifications
Work Location Cato 210
Posting date 01/11/2024
Closing date 01/24/2024
Proposed Hire Date 02/05/2024
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.
Please upload reference information including ​names, position titles and company/institutions, phone numbers, and email addresses of at least ​two​ current/previous supervisors.

  • 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.

Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
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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