Administrative Support Associate
UNCG
Posting Details Posting Details Requisition Number S2904 Position Number 002711 Position Classification Title Administrative Support Associate Functional Title Administrative Support Associate Position Type Staff University Information Located in North Carolina’s third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal — helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University’s 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B. Primary Purpose of the Organizational Unit The Department of Languages, Literatures and Cultures offers Arabic, American Sign Language, Chinese, French, German, Japanese, Korean, Russian and Spanish languages. Its primary mission is to provide a variety of courses and programs on language, linguistics, literature and culture culminating in the Bachelor of Arts and the Master of Arts degree. The courses are intended to advance language proficiency skills and contribute to the student’s intellectual development. The department works closely with the School of Education in preparing teachers for the public schools of North Carolina, especially in the areas of K-12 teaching licensure. Position Summary The position manages the business and financial functions of the department. The main areas of responsibility are faculty, staff and Graduate Assistant personnel/fiscal management as well as management of all funds/accounts within the department. This position analyzes data and prepares reports as needed by the department head. This work also requires knowledge of the many applicable policies, procedures and information systems in order to execute, facilitate, and participate in a collaborative approach to the completion of tasks and assignments involved in the job.
Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Three (3) years of experience in Office Administration. Ability to communicate effectively both verbally and in writing with a wide variety of people. Ability to prioritize and multitask. Proficiency with Banner, Microsoft Office with emphasis on Excel. Experience working with budgets. Desire to contribute to a multicultural environment and to LLC department life. 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. Special Instructions to Applicants Applicants are required to upload a list of at least three (3) professional references that includes: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor. Email Address Contact Phone Number Recruitment Range $43,859 Org #-Department Languages, Lit and Cultures - 12217 Work Hours of Position 8 AM - 5 PM, M - F Number of Months per Year 12 Posting Requirements Job Family Administrative & Managerial Career Banded Title Administrative Support Associate Open Date 12/04/2024 Close Date 01/01/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Communication Essential Tasks Communicate effectively with the Department Head, Graduate Director, International Programs directors, Dean’s Office staff, Provost’s Office staff, Graduate School staff, Human Resources staff and Financial Services staff. Provide the Department Head with all personnel and financial information he/she needs to know in order to effectively manage the department. Provide the graduate director with all personnel and financial information he/she needs to know in order to effectively manage the graduate program. Be able to work with staff in administrative offices to efficiently and effectively resolve problems. Key Responsibility Financial Management Essential Tasks Manage faculty and Graduate Assistant Personnel Budgets which includes creating and maintaining spreadsheets for Temporary Salary Reserves (TSR) and graduate in-state and out-of-state tuition waivers. Manage departmental operating funds which includes creating and maintaining spreadsheets for tracking of all departmental funds and expenditures. Prepare budget projections each year and work with Department Head to stay within budget. Reconcile all funds/accounts each month. Manage P-Card program; reconcile P-card purchases each month. Manage all Faculty travel allocations; and assist faculty with travel reimbursement forms. Manage study abroad funds and maintain spreadsheet for each study abroad program budget. Work with Department Head to develop strategies for budget cuts when needed. Be aware of and advise Department Head of any personnel issues that may affect the cuts being considered. Prepare the actual budget cut materials to be submitted to the Dean’s Office.
Key Responsibility Personnel Management Essential Tasks Management of Faculty Personnel – Prepare all appointment and reappointment paperwork utilizing knowledge of College and University faculty personnel policies. Develop and implement efficient and accurate spreadsheets for tracking promotion and tenure dates, reappointment dates, post-tenure review dates. Work with International Programs and Provost’s Office to assist faculty with obtaining necessary visas for students and faculty. Develop and implement efficient record keeping and filing system for faculty personnel. Management of Graduate Assistantship personnel. Develop and implement efficient and accurate spreadsheets for tracking assistantships utilizing knowledge of University graduate assistantship policies. Prepare all graduate assistant personnel forms. Develop and implement efficient record keeping and filing system for graduate assistantships. Manage student personnel. Prepare all student personnel paperwork utilizing knowledge of student personnel policies.
Key Responsibility Information Processing and Decision Making Essential Tasks Prepare Reports for Department Head. Develop and create various reports for the Department Head as needed. Prepare year-end reports requested by the Dean’s Office. Prepare faculty salary increase reports that efficiently summarize the different aspects of faculty performance. Prepare report to indicate which faculty members are due for research assignments. Key Responsibility Planning and Organizing Work Essential Tasks Work closely with Department Head and be aware of his/her goals so that the work of this position can be accomplished to support those goals in a timely, effective and efficient way. Work closely with the Graduate Director and be aware of his/her goals so that work of this position can be accomplished to support those goals in a timely, effective and efficient way. Competency ________________________________________________________________________________________________________________________ Competency Knowledge - Program Competency Description Applies substantive knowledge of program policies and procedures that effect operations. Applies program knowledge to client situations; applies knowledge of program content and services in the analysis of information and decision-making. Competency Level Advanced Competency Information/Records Administration Competency Description Utilizes, reconciles and manipulates data for management reports from different internal and external sources. Applies an understanding of the information in order to extrapolate key data elements. May serve as a lead worker. Competency Level Advanced Competency Problem Solving Competency Description Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Competency Level Advanced Competency Communication - Verbal Competency Description Applies knowledge of programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information. Competency Level Advanced Competency Communication - Written Competency Description Independently composes letters, memos and reports requiring research and presents data accurately to support findings. Responds to inquiries, which require written explanation or interpretation of established policies, procedures and programs. Reviews sensitive materials and edits content constructively. Competency Level Advanced Competency Budgeting Competency Description Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility. Competency Level Advanced Competency Work Coordination Competency Description Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports and files. May develop new processes or procedures relevant to the support needs of the office. Competency Level Advanced ADA Checklist ADA Checklist
Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Three (3) years of experience in Office Administration. Ability to communicate effectively both verbally and in writing with a wide variety of people. Ability to prioritize and multitask. Proficiency with Banner, Microsoft Office with emphasis on Excel. Experience working with budgets. Desire to contribute to a multicultural environment and to LLC department life. 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. Special Instructions to Applicants Applicants are required to upload a list of at least three (3) professional references that includes: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor. Email Address Contact Phone Number Recruitment Range $43,859 Org #-Department Languages, Lit and Cultures - 12217 Work Hours of Position 8 AM - 5 PM, M - F Number of Months per Year 12 Posting Requirements Job Family Administrative & Managerial Career Banded Title Administrative Support Associate Open Date 12/04/2024 Close Date 01/01/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Communication Essential Tasks Communicate effectively with the Department Head, Graduate Director, International Programs directors, Dean’s Office staff, Provost’s Office staff, Graduate School staff, Human Resources staff and Financial Services staff. Provide the Department Head with all personnel and financial information he/she needs to know in order to effectively manage the department. Provide the graduate director with all personnel and financial information he/she needs to know in order to effectively manage the graduate program. Be able to work with staff in administrative offices to efficiently and effectively resolve problems. Key Responsibility Financial Management Essential Tasks Manage faculty and Graduate Assistant Personnel Budgets which includes creating and maintaining spreadsheets for Temporary Salary Reserves (TSR) and graduate in-state and out-of-state tuition waivers. Manage departmental operating funds which includes creating and maintaining spreadsheets for tracking of all departmental funds and expenditures. Prepare budget projections each year and work with Department Head to stay within budget. Reconcile all funds/accounts each month. Manage P-Card program; reconcile P-card purchases each month. Manage all Faculty travel allocations; and assist faculty with travel reimbursement forms. Manage study abroad funds and maintain spreadsheet for each study abroad program budget. Work with Department Head to develop strategies for budget cuts when needed. Be aware of and advise Department Head of any personnel issues that may affect the cuts being considered. Prepare the actual budget cut materials to be submitted to the Dean’s Office.
Key Responsibility Personnel Management Essential Tasks Management of Faculty Personnel – Prepare all appointment and reappointment paperwork utilizing knowledge of College and University faculty personnel policies. Develop and implement efficient and accurate spreadsheets for tracking promotion and tenure dates, reappointment dates, post-tenure review dates. Work with International Programs and Provost’s Office to assist faculty with obtaining necessary visas for students and faculty. Develop and implement efficient record keeping and filing system for faculty personnel. Management of Graduate Assistantship personnel. Develop and implement efficient and accurate spreadsheets for tracking assistantships utilizing knowledge of University graduate assistantship policies. Prepare all graduate assistant personnel forms. Develop and implement efficient record keeping and filing system for graduate assistantships. Manage student personnel. Prepare all student personnel paperwork utilizing knowledge of student personnel policies.
Key Responsibility Information Processing and Decision Making Essential Tasks Prepare Reports for Department Head. Develop and create various reports for the Department Head as needed. Prepare year-end reports requested by the Dean’s Office. Prepare faculty salary increase reports that efficiently summarize the different aspects of faculty performance. Prepare report to indicate which faculty members are due for research assignments. Key Responsibility Planning and Organizing Work Essential Tasks Work closely with Department Head and be aware of his/her goals so that the work of this position can be accomplished to support those goals in a timely, effective and efficient way. Work closely with the Graduate Director and be aware of his/her goals so that work of this position can be accomplished to support those goals in a timely, effective and efficient way. Competency ________________________________________________________________________________________________________________________ Competency Knowledge - Program Competency Description Applies substantive knowledge of program policies and procedures that effect operations. Applies program knowledge to client situations; applies knowledge of program content and services in the analysis of information and decision-making. Competency Level Advanced Competency Information/Records Administration Competency Description Utilizes, reconciles and manipulates data for management reports from different internal and external sources. Applies an understanding of the information in order to extrapolate key data elements. May serve as a lead worker. Competency Level Advanced Competency Problem Solving Competency Description Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Competency Level Advanced Competency Communication - Verbal Competency Description Applies knowledge of programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information. Competency Level Advanced Competency Communication - Written Competency Description Independently composes letters, memos and reports requiring research and presents data accurately to support findings. Responds to inquiries, which require written explanation or interpretation of established policies, procedures and programs. Reviews sensitive materials and edits content constructively. Competency Level Advanced Competency Budgeting Competency Description Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility. Competency Level Advanced Competency Work Coordination Competency Description Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports and files. May develop new processes or procedures relevant to the support needs of the office. Competency Level Advanced ADA Checklist ADA Checklist
"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)
Physical Effort Hand Movement-Repetitive Motions, Hand Movement-Grasping, Holding, Finger Dexterity, Reading, Writing, Eye-hand coordination, Vision-Preparing/Analyzing figures, Hearing, Talking, Standing, Sitting, Walking Work Environment Applicant Documents Required Documents Resume/CV Cover Letter List of References Optional Documents Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
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