Administrative Support Specialist

University of North Carolina Charlotte

$40,665 - $50,831

United States, North Carolina, Charlotte

Oct 03, 2024

Administrative Support Specialist

Please see Special Instructions for more details.

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

The finalist may be subject to a criminal background check and/or motor vehicle report.

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 if requested.

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.

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	006006
NC Salary Grade Equivalency	GN08
Classification Title	Administrative Support Specialist - Advanced
Working Title	Administrative Support Specialist
Salary Range	$40,665 - $50,831
Anticipate Hiring Range	$40,665 - $50,346
FLSA Status	Non Exempt
Division	Academic Affairs
Department	College of Science (Col)
Work Unit	Col of Science
Work Schedule	8:00 am - 5:00 pm; Monday - Friday. This position may be eligible for a telework schedule once onboarding into the position is complete and with supervisor approval.
Primary Purpose of Position	This position provides administrative and office support duties for the Associate Dean for Academic Administration, the Associate Dean for Research and Graduate Education and the Associate Dean for Undergraduate Student Affairs. Primary duties include: managing and reconciling budgets; preparing travel authorizations; assisting with travel arrangements and reimbursements, scheduling meetings/events, processing financial documents, preparing reports/communication/spreadsheets for distribution, organizing electronic filing system for the Deans, processing mail, photocopying documents, and serving as back-up to the receptionist at the front desk (duties are shared among staff in the Dean's Office as needed). The person in this role will be required to have strong interpersonal, communication, customer service, and computer competency skills. This position reports to the Associate Dean for Academic Administration.
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	Provide specialized administrative support for the College of Science's Associate Dean for Academic Administration and Associate Dean for Research and Graduate Education. As needed, provide administrative support to the Associate Dean for Undergraduate Student Affairs. Compile and summarize financial data for budget management and reporting. Assist Associate Deans with coordinating and prioritizing funding requests, special expenditures, professional travel, and part-time faculty payments based on account balances. Prepare and review reports, forms, and documents for distribution. Process financial documents related to travel, purchase orders, E-forms, budgets, etc. Communicate professionally with internal and external constituents on behalf of the Associate Deans. Comply with University and State policies and procedures. Work with confidential and sensitive information related to faculty, staff and students. Maintain an electronic organized filing system for the College of Science Associate Deans. Serve as a resource to others on a variety of technical subjects including office equipment, software applications, and information processing.
Other Work Responsibilities	Attend workshops for 49er Mart, Concur, Banner, Report Central, and other university used systems and softwares to keep abreast of changes in University policies and procedures. Must be willing to learn new computer applications to meet work needs. Keep abreast of policies and procedure changes. Share new policies and procedures with Associate Deans. Excellent customer service (written and verbal communicaton) and proactive organizational skills are required. Independently and with Associate Deans' authorization, compose and organize ideas working in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Work with student employees to troubleshoot employment issues. Strong attention to detail is a must. Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education	Bachelor's Degree and one year of administrative experience working in a Higher Education setting is strongly preferred. Experience or proficiency using BANNER Finance or similar university financial systems is highly desired. A candidate that is willing to work in an energetic and multi-tasking environment that involves students, faculty, staff, administrators, and visitors with regional and international backgrounds is preferred. Advanced competency using Windows, Google and MS Office suite software is preferred. Strong attention to detail is needed for position. Excellent customer service (written and verbal communication) and proactive organizational skills are needed for position.
Necessary Licenses or Certifications
Work Location	TBD
Posting date	10/03/2024
Closing date	10/10/2024
Proposed Hire Date	10/21/2024
Contact Information
Special Notes to Applicants	UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. 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 if requested. 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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

*
How did you hear about this employment opportunity?
- UNC Charlotte Website
- HERC Job Board
- Inside Higher Education
- Circa (formerly known as Local JobNetwork)
- Another Website
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Other
Where did you learn about this posting?

(Open Ended Question)
*
Do you have experience with both Microsoft and Google Suite applications? Is so, please indicate which and the associated applications as well as your level of experience (beginner, intermediate, advanced).

(Open Ended Question)
*
Do you have experience or proficiency using BANNER Finance or similar university or related financial systems? If so, please explain your experience and type of systems used.

(Open Ended Question)
*
Do you have at least one year of administrative experience working in a Higher Education setting?
- Yes
- No
- Other related field - Federal -State Agency

Applicant Documents

Required Documents

Resume / Curriculum Vitae
Cover Letter / Letter of Interest

Optional Documents

Contact Information for References