University Program Associate

North Carolina State University, United States

Updated: 3 months ago
Location: Raleigh, NORTH CAROLINA
Deadline: ;

Posting Details
Job Posting Information


Posting Number PG193760SP
Internal Recruitment No
Working Title University Program Associate
Anticipated Hiring Range $47,000 to $55,000
Work Schedule Monday -Friday , 8:00 AM- 5:00 PM
Job Location Raleigh, NC
Department Department of Forestry and Environmental Resources/FWCB
About the Department
The Department of Forestry and Environmental Resources has a wide variety strengths in forestry and natural resources management, policy and economics, environmental science and technology, wildlife and conservation biology, tree improvement, silviculture, forest biotechnology, and international forestry.
The Department has over 90 full time faculty and staff, and more than 750 undergraduate and 150 graduate students. Inclusiveness and diversity are integral to our mission and commitment to excellence in education, extension, and research. Faculty, staff, and students work together with business, industry, government, community groups, and non-government organizations to address a wide range of challenges facing our state and the world.
These partnerships facilitate research and discovery, teaching and learning, and outreach and service. Additional information about the department can be found at http://cnr.ncsu.edu/fer.
The College of Natural Resources (CNR) at North Carolina State University is a world leader in the sustainable use of natural resources. The college’s comprehensive approach to teaching, research, and service encompass the many and varied ways in which people’s physical, economic, and social needs are met through the wise use of natural resources.
Essential Job Duties
This position will play a significant administrative role in helping to maintain operational efficiency within the FWCB and DFER.
Associated duties are split between financial, administrative, and human resources duties and responsibilities.
Successful candidates must be able to work both independently and collaboratively. The ability to multitask, efficiently prioritize and complete tasks according to strict deadlines, perform actions requiring strong attention to detail, and learn and adapt to changing procedures will be critical for this position.
Approximately 50% of the position responsibility will support Fisheries, Wildlife, and Conservation Biology (FWCB) Program, including managing the program operating budget and research grant expenditures for 7-8 program faculty. The other 50% will support Department of Forestry and Environmental Resources with administrative duties such as coordinator of summer intensive program, travel, PCard reconciler, temporary HR actions, and other duties as assigned.
Financial Responsibilities
  • Compilation of purchase card reconciliation and monthly statement submissions for FWCB and back-up to Camcore P-card holders.
  • Collaborate with FER Business Officer to complete and submit standard accounting actions (journal vouchers, interdepartmental transfers, invoices, reimbursements, etc.).
  • Complete purchase actions on behalf of the FWCB. Interface with faculty, staff, students and visitors and assist with entering and submitting travel authorizations, including processing travel reimbursements for the Center as needed.
  • Prepare financial reports, complete project reconciliation tasks as assigned and aid in salary distribution calculations and other payroll functions.
  • Forecast project spending and implement any necessary corrective action needed to maintain project spending objectives, the task includes assessing and securing the necessary approvals for such actions.
  • Support FWCB faculty in post-award grant oversight, including budget projections and restrictions, posting and processing all hiring actions for biweekly research technicians, assisting with equipment acquisition, and initiating travel authorizations and submitting travel reimbursements.
  • Compile and summarize FWCB budgets across all financial projects
  • Monitor financial accounts and grants for accuracy, completeness, and compliance with accounting standards and regulations.
  • Reconcile and review purchase card transactions and WEX cards.
  • Serve as a backup for the departmental reconciler for Pcards.


FWCB Office Admin Responsibilities
  • Maintain meeting/event times for FWCB faculty and staff; keep minutes for FWCB meetings.
  • Serve as lead/co-lead with regard to event planning and coordination for FWCB events.
  • Coordinate activities and logistics of visiting scientists, seminar speakers and other FWCB visitors.
  • Collaborate with ADH to maintain FWCB supply cabinets as well as presentation and upkeep of public areas.
  • Work with Real Estate Offices and Accounts Payable to secure appropriate paperwork (lease request, lease, and OSBM approval) for long-term lodging for research technicians.
  • Perform mail distribution and assist FWCB personnel with sending and receiving parcels and packages.
  • Maintain FWCB electronic and paper filing systems.
  • Serve as primary travel coordinator for the FWCB. Perform accommodation and flight planning as needed for FWCB associated travelers.
  • Research and interpret university and college policies for typical administrative functions (travel, purchasing, HR) and recommend modifications/additions to relevant internal FER & FWCB policies.
  • Field, assess, and resolve procedural questions and issues as requested by FWCB Faculty, Staff and Students, including securing any necessary approvals.
  • Analyze and process non-standard HR and financial situations, research possible resolutions, and recommend and/or implement needed actions while securing necessary approvals.
  • Prepare written memorandums communicating FWCB policies and recommended administrative procedures as necessary.
  • Interface and cross-train FWCB personnel on common tasks to ensure continuity of services in the case of planned or unplanned absences.
  • Serve as a resource for responding to non-routine inquiries.

Human Resources
  • Conduct timekeeper duties concerning weekly employees.
  • Submitting paperwork for standard employment actions (position creation, position modification, advertisement, selection, hiring, onboarding, separation, etc.).
  • Select, hire, and supervise work study students to assist in completing tasks as needed.
  • Support smaller FER units (FPC, Camcore, CTG, FB) in posting and processing all hiring actions for biweekly research technicians.
  • Submit JAR actions and salary distributions for the FER units.
  • Recommend and implement modifications/additions to internal FWCB policies.

Summer Intensive Program
Lead organizer for summer intensive program, including hiring TAs, ordering supplies, hiring cook and cook assistant, distributing honoraria, budgeting and manage invoicing.
Other Duties as assigned
  • Back-up FER department staff with no-pay actions for unpaid faculty and research collaborators.
  • Backup to department staff for reconciling PCards
  • Backup to department staff temporary HR actions
  • Backup to department staff for travel actions
  • Other duties as assigned
Other Responsibilities
Other duties as assigned by Associate Department Head and/or department Business Officer.

Qualifications


Minimum Experience/Education
Bachelor’s degree; or an equivalent combination of training and experience.
 
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
  • Knowledge or ability to learn of rules, regulations and requirements for use of various funding sources such as state appropriates, federal funding, enhancement funds, and internal wards, including ledger 5 research grants.
  • High levels of proficiency with regard to UNC system, private college, or community college with Financial Systems tools such as the PeopleSoft system.
  • Experience with Human Resources tools at a university or similar organization such as PeopleSoft and People Admin 7.
  • Knowledge of FWCB/FER basics and/or a desire to become facile with basic forestry concepts.


 * Strong verbal and written communication skills.
Preferred Qualifications
n/a
Required License or Certification
N/A
Valid NC Driver's License required No
Commercial Driver's License Required? No

Recruitment Dates and Special Instructions


Job Open Date 01/02/2024
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) 01/08/2024
Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
In addition to your application please submit a resume, cover letter and contact information for three (3) professional references

Position Details


Position Number 00105676
Position Type SHRA
Position Classification Band Title University Program Associate
Position Classification Band Level Advanced
Position Classification Salary Range $31,200 - $56,545
Salary Grade Equivalency GN11
Alternate Option
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.
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0
Appointment 12 Month Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Non Mandatory - Emergency Event
Time Limited Position No
Time-Limited Appointment Length (if applicable)
Department Id 150401 - For & Envir Res Acad Research
AA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] .
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

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