Department Administrator

Updated: 3 months ago
Location: Chapel Hill, NORTH CAROLINA
Job Type: FullTime
Deadline: 12 Sep 2023

Posting Information
Posting Information

Department Study Abroad-313800
Career Area Academic Administration
Is this an internal only recruitment? No
Posting Open Date 08/25/2023
Application Deadline 09/12/2023
Position Type Permanent Staff (SHRA)
Position Title Business Services Coordinator - Journey
Salary Grade Equivalent GN07
Working Title Department Administrator
Position Number 00057088
Vacancy ID P018056
Full-time/Part-time Permanent/Time-Limited Full-Time Permanent
If time-limited, estimated duration of appointment
Hours per week 40
Work Schedule
M-F 8-5, flexible, some nights & weekends, hybrid remote option
Work Location UNC campus
Position Location North Carolina, US
Hiring Range $40,306-$49,262
Pay Band Information
To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet .

Position Summary Information

Primary Purpose of Organizational Unit
The Study Abroad Office (SAO) at the University of North Carolina at Chapel Hill is the primary unit charged with study abroad program development, oversight, and advising. SAO creates transformative learning experiences for all students to pursue their Carolina education at sites around the world. UNC Chapel Hill is a national leader in study abroad participation and ranks in the top 20 among all U.S. higher education institutions for annual study abroad enrollment. Based within the College of Arts & Sciences, the office oversees over 400 study abroad and domestic study programs in over 70 countries that enroll students from the College as well as other UNC Schools. Programs include student exchange, direct-enroll, partner provider, and UNC faculty-led programs, and educational opportunities that encompass traditional courses, internships, research, and service. 
 The SAO employs a staff of approximately 21 full-time professionals and manages a recharge center and total budget of $30MM, consisting of $15MM in cash and an additional $15MM in expense transactions. In 2018-19, over 40 percent of UNC students participated in education abroad, and the College has articulated a goal of increasing participation to 50 percent. Before the COVID-19 pandemic, the Study Abroad Office served about 1800 outgoing undergraduate students plus over 200 incoming students from UNC’s global partners. The Office is housed in the FedEx Global Education Center and collaborates with many academic and administrative units throughout the College, UNC professional schools, and central campus units, including UNC Global Affairs, to support the University’s global mission and serve as a resource for the entire Carolina community.
Position Summary
This position may be eligible for a hybrid work arrangement that may include a partially remote work location, consistent with System Office policy. UNC Chapel Hill employees are generally required to reside within a reasonable commuting distance of their assigned duty station.
This position is located in the Study Abroad Department within the College of Arts and Sciences. The Department Administrator implements essential operations related to key HR functions, coordination of scholarships, and management of back-office responsibilities. Reporting to the Accounting Manager, this position works in close collaboration with all areas of the Study Abroad Office (SAO) and adapts to evolving department needs.
Administer key human resources functions: 
The department administrator position manages all programmatic hires and temporary hires for the office, including student employees, and coordinates the onboarding and exit interview processes for office employees. Handle faculty-led program hiring for upwards of 50 faculty-led programs per year, many with multiple faculty with various appointment types, salary payments, and semester program funding swaps and overloads. Additionally, this position serves as the TIM Administrator, ensuring Study Abroad Office (SAO) staff timecards and work evaluations are done properly and in a timely manner. All other HR related activities for the department and the programs managed by our department are coordinated by this position in conjunction with the Senior Director for Business Operations. 
Coordinate scholarship selection process:
Collaborate and assist the Assistant Director of Financial Aid in the scholarship selection process during peak season. Create queries to identify partner provider program tracks, compile budget information from various sources, and manage FERPA protected data records and chartfield strings in multiple Excel workbooks. Communicate with 15+ departmental committees regarding scholarship review and timelines. Provide timely information for follow-up inquiries. Ensure accurate data entry during selection meetings and in Terra Dotta Software. Keen attention to detail is required to maximize Study Abroad Office scholarship dollars.
Manage back office and provide customer service:
This role entails overseeing various back-office functions, encompassing tasks such as managing office hardware, office software, storage space, the listserv, the building directory, building access, systems access requests, as well as T&E Card/PCard enrollments and cancellations. Additionally, it involves serving as the key liaison for all human resources (HR)-related inquiries from students, parents, and colleagues within and across departments, as well as external partners.
Minimum Education and Experience Requirements
Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Required Qualifications, Competencies, and Experience
Demonstrated experience with project coordination and customer service required. 
Excellent written and verbal communications skills. 
Evidence of care and consistent attention to detail. 
Energetic, self-starter with a work style that balances independence and teamwork. 
Strong organizational skills, including the ability to prioritize and handle multiple tasks simultaneously. 
Ability to effectively and equitably engage a diverse community of students, faculty, and staff to foster a productive working and learning environment.
Preferred Qualifications, Competencies, and Experience
Knowledge of study abroad programs or international travel experience desired
Adaptable and able to manage changing environments. 
Demonstrably polished and professional approach 
Experience in working in a university academic setting. 
Experience managing and creating budgets. 
Experience managing timecards and other HR responsibilities.
Required Licenses/Certifications
Special Physical/Mental Requirements
Campus Security Authority Responsibilities
Not Applicable.
Position/Schedule Requirements Night work occasionally, Weekend work occasionally
Special Instructions
Please note that a resume, cover letter, and list of references are required when applying to this position.
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Contact Information

Office of Human Resources Contact Information
If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to
Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.
Equal Opportunity Employer Statement
The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

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