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North Carolina Agricultural and Technical State University · 1 week ago

Administrative Support Spec

Greensboro, NC

Full-time

Onsite

Entry Level

$35K/yr - $40K/yr

1+ years exp

North Carolina Agricultural and Technical State University is a public, doctoral/research university committed to exemplary teaching and learning. They are seeking an Administrative Support Specialist to assist the Department Chair in program development and ensure efficiency in academic processes to foster student success.

EducationHigher EducationUniversities

Diversity & Inclusion

Responsibilities

Applies substantive knowledge of the Department of Marketing and Supply Chain Management policies and procedures that effect operations

Applies program knowledge to record keeping, file management, departmental budgets and requisitioning, class scheduling, student registration, travel coordination and expensing, and faculty on-boarding

Applies knowledge of program content and services in the analysis of information and decision-making

Demonstrates an in-depth knowledge of the Marketing and Supply Chain Management Programs

Communicates orally and in writing requirements for Majors, Minors and Certifications in the Undergraduate and Graduate programs

Demonstrates knowledge of the requirements for Majors, Minors and Certifications in the undergraduate and graduate programs

Knowledgeable of the University, the Deese College of Business and Economics and the Department Mission, Vision, and Core values

Demonstrate knowledge of the the department’s required courses, services, policies, procedures, laws, rules, regulations, functions, structure, resources, and plans as they relate to student success and applies this knowledge while delivering administrative support task

Develop and implement new office procedures and practices as needed

Interacts with the departmental faculty, corporate partners, projects, and students

Explains and interprets program information to parents, students, external and internal stakeholders and staff

This position will assist with the administrative, academic and grant/research efforts of the Department

These duties/responsibilities will include completion of content-specific academic reports, implementation of faculty hiring/salary processes and paperwork; as applicable, grant application/proposal preparation and submittal, grant/project progress and annual reports, information/data gathering and compilation, etc., as it regards to departmental research, and will provide such support to the department’s faculty as needed/required

This position has responsibility for developing and maintaining general and content-specific academic/student and research files and, with the Chairperson, managing security and access of said files

The employee will have familiarity with and exhibit application of the University/state rules and regulations governing the privacy and confidentiality of these departmental records/files

Also, the employee will demonstrate knowledge of the Department of Marketing and Supply Chain Management (i.e., curriculum offerings, organizational operation, business processes, etc.) and as requested/required, will work closely with the Chairperson and faculty to develop initiatives/protocols that will enhance student recruitment/enrollment efforts, student success, matriculation and scholarship, etc

Other duties will consist of assisting with student registration, room/class assignments, completing chairperson/faculty travel arrangements/paperwork, maintaining equipment/property inventory and records, etc., and have ability to utilize specific University systems/platforms to accomplish associated tasks/responsibilities

As the primary front-line personnel for the academic unit, effectively communicate and consistently represent the department’s public relations mandate is key

Provide timely customer service to students, faculty, staff campus administrators and visitors; answering the telephone and relaying messages accurately and appropriately; scheduling appointments and meetings between the chairperson and other parties, including, faculty, students, and departmental visitors

In addition, at the direction and discretion of the chairperson, this position will assist with communicating the needs and issues of the department to proper channels and offices on campus

Applies knowledge of programs, policies, and procedures to interpret and communicate information to meet the specific needs of staff and clients

Demonstrates the ability to work with confidential and sensitive information

Prepares (type, proof read, format, create, and document) course materials submitted by faculty and other documents as requested in compliance with university policies and governing bodies

Reviews sensitive materials and edits content constructively

Assists in preparing handbooks and reports as requested

Maintains electronic and paper files of all documents related to course implementation in an orderly manner including exams, minutes, and handouts

Compiles summary data associated with program implementation and develop databases to track outcomes

Supports the teaching and service activities of faculty as requested

Prepares minutes of committees and archive as requested

Serves as office/telephone receptionist which includes providing courteous and satisfactory customer service

Refers requests for information about the department to appropriate offices or individuals

Provides support to other administrative support associates on selected projects/assignments

Provides information to students, faculty, and university colleagues as needed

As primary frontline support for the Marketing and Supply Chain Management department, the position has a key responsibility for managing the main office, and the employee must demonstrate an in-depth knowledge of the Department, its programs, processes and organizational operation

In this role, and in conjunction with the Chairperson, the position assists in prioritizing his/her daily work assignments, information requests, etc.; assists with defining/refining and implementing the goals/objectives of the Department, as requested/determined by the Chairperson; coordinates work assignments and time/payroll reporting for student assistants assigned to/employed by the Department; serves as an additional resource for faculty and students as regards information, procedures/processes, and in relaying/resolving issues and problems (other than those specific to the domain of the senior personnel), and assumes responsibility for and manages the results of those decisions

In addition, the position has responsibility for coordinating timely distribution and receipt of faculty correspondence, scheduling appointments for the Chairperson and maintaining associated calendar, and coordinating Departmental meetings/events as needed/required

The employee will utilize common office technology such as desktop/laptop computers, scanners, copiers, smartboards, etc

In addition, in this administrative support role, the employee must have previous experience/proficiency with or demonstrate willingness to learn University-based software platforms such as Banner Student, Banner Finance, Chrome River Travel System, Aggie Mart Purchasing, Purchase card interface and reconciliation, and as needed/required, online research proposal submittal/retrieval systems (such as Ramses), etc

Compiles, analyzes, assimilates and composes information into various non standard formats, independently and review documents for accuracy, quality and timeliness integrating in-depth program knowledge and interpretation

Compose edit, and finalize reports, e-mails, memos and other documents requiring independent judgment

Proofread documents for grammar, spelling, punctuation, and formatting

Provide answers to requests for general information in written format

Record and document information accurately

Independently resolves and/or develops recommendations for unprecedented issues and problems

Requires some interpretation of policy and procedures

Serves as a resource for others in resolving unprecedented, non-standard issues and problems

In conjunction with the Chairperson, this position will have responsibility for developing and implementing departmental budget procedures, as well as grant/research budget management (i.e., purchases and requisitioning, review and allocations, reporting and reconciliation, etc.)

The employee will have primary responsibility for monitoring the Department budgets, processing and tracking expenditures, and generating and processing required budgetary/fund paperwork (i.e., budget revisions, purchase requisitions, travel expense/reimbursement paperwork, etc.)

The employee will utilize all requisite University-based Business & Finance systems, such as Banner Finance, Aggie Mart Purchasing, E-Travel, Chrome River and Banner Payroll; and will utilize any source-specific budget systems, forms/paperwork, etc., as required/authorized by internal funding entities (i.e., Business & Finance, Travel Office, Office of Procurement Services, etc.), as well as external grant/funding agencies or organizations

Will maintain and use the department purchase card as directed by the chairperson

Qualification

Microsoft OfficeBanner FinanceBudgetingOffice TechnologyInterpersonal skillsCoordination of Work FlowProblem SolvingCommunication - VerbalCommunication - Written

Required

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience

Master-class competence in the use of 21st century business technology, systems and software such as Microsoft Office (excel, PowerPoint, word, design software), Banner (or another academic management system), Banner Finance, and open to learning new technology utilized by the Department

Excellent interpersonal skills, enjoy working with students and other stakeholders

Ability to work to a plan and under pressure

Must be able to work some weekends during registration or Department sponsored activities