Administrative Support Specialist
UNCG
Posting Details Posting Details Requisition Number S2962 Position Number 2803 Position Classification Title Administrative Support Spec Functional Title Administrative Support Specialist 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 School of Nursing is Transforming the Future of Nursing with Inclusive Communities, Passionate People, Innovative Practices, and Extraordinary Outcomes. We value and strive for diversity, respect, open communication, and excellence among students, staff, and faculty. The school is CCNE accredited and is a NLN Center of Excellence in Promoting the Pedagogical Expertise of Faculty. The School of Nursing has over 800 students enrolled in BSN, RN-BSN, MSN, DNP, PhD and certificate programs. Please visit our website at https://nursing.uncg.edu. Position Summary The Administrative Support Specialist provides essential support to the Senior Associate Dean for Academics and contributes to the general operations of the Office of Student Success within the School of Nursing. The Assistant to the Senior Associate Dean works closely with the Senior Associate Dean, playing a key role in various administrative and academic processes.
Key Responsibilities: Serve as the primary public contact for the Senior Associate Dean, managing communications and scheduling appointments. Draft, proofread, and finalize correspondence, reports, and other written materials. Create, organize, and maintain files and records for academic and administrative purposes. Coordinate student evaluations of faculty and courses and manage related documentation. Manages and monitors SON generic email that comes mainly to student services Develop, update, and manage forms, brochures, and other materials as needed. Oversee the scholarship application process, including coordinating application reviews, facilitating selection, and communicating with students regarding scholarship opportunities. Coordinate annual SON graduations ceremony in collaboration with other members of the team. Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Associate’s degree or bachelor’s degree in business administration, office management, healthcare administration, or a related field; 2-3 years of administrative assistant experience, preferably in a healthcare or academic setting; Experience in higher education; Experience with Banner and Slate; Proficiency in office software and in managing records and databases; Strong organizational and multitasking abilities; Excellent written and verbal communication skills and attention to detail Ability to interact professionally with students, faculty, and staff at all levels. 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 $49,230 - $50,832 Org #-Department Nursing - 12802 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 03/20/2025 Close Date 04/06/2025 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 Support the Senior Associate Dean of Academics Essential Tasks Provide administrative support to the Senior Associate Dean for Academics, including managing calendar and schedules, coordinating meetings, and handling correspondence. Manages the Associate Dean’s Travel Prepare reports, presentations, and documents related to academic affairs and nursing program as needed Assist with the preparation and management of assigned meetings by preparing agendas, taking minutes, and following up on action items. Maintain and organize files, records, and documentation related to academic programs, policies, and procedures. Key Responsibility Event and Project Coordination Essential Tasks Plan and organize the annual School of Nursing commencement ceremony, including logistics, communication, and coordination with students and faculty. Manage the scholarship process, including coordinating application submission, review, and award notifications. Proficiency in appropriate University systems. Key Responsibility Budget Support Essential Tasks Assist with budget preparation and tracking expenditures for academic affairs. Support the Associate Dean in processing purchase orders, reimbursements, and invoices related to academic programs and activities. Key Responsibility Support Office of Student Success & Recruitment Activities Essential Tasks Assisting students with getting their questions answered and needs met Informing students of relevant deadlines related to activities such as upper division applications, scholarships, and graduation. Informing students of school-wide announcements. Assure recruiters have materials needed such as flyers, banners etc. Key Responsibility Miscellaneous and Other Duties Essential Tasks Perform other related duties as assigned by the Senior Associate Dean for Academics, including supporting department-wide initiatives or filling in for absent colleagues. Competency ________________________________________________________________________________________________________________________ Competency Verbal Communication Competency Description Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. 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, nonstandard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work emails. Competency Level Advanced Competency Program Knowledge Competency Description Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices. Competency Level Advanced Competency Written Communication Competency Description Independently compiles, analyzes, assimilates, and composes information into varies or non-standard formats with responsibility for content review, accuracy, quality, and time lines, requiring in-depth program knowledge and interpretation. Competency Level Advanced Competency Office Technology Competency Description Utilizes advanced training/knowledge; integrates varying software applications and systems for information and records purposes. Competency Level Advanced Competency Information/ Records Administration Competency Description Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures. 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 ADA Checklist ADA Checklist
Key Responsibilities: Serve as the primary public contact for the Senior Associate Dean, managing communications and scheduling appointments. Draft, proofread, and finalize correspondence, reports, and other written materials. Create, organize, and maintain files and records for academic and administrative purposes. Coordinate student evaluations of faculty and courses and manage related documentation. Manages and monitors SON generic email that comes mainly to student services Develop, update, and manage forms, brochures, and other materials as needed. Oversee the scholarship application process, including coordinating application reviews, facilitating selection, and communicating with students regarding scholarship opportunities. Coordinate annual SON graduations ceremony in collaboration with other members of the team. Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Associate’s degree or bachelor’s degree in business administration, office management, healthcare administration, or a related field; 2-3 years of administrative assistant experience, preferably in a healthcare or academic setting; Experience in higher education; Experience with Banner and Slate; Proficiency in office software and in managing records and databases; Strong organizational and multitasking abilities; Excellent written and verbal communication skills and attention to detail Ability to interact professionally with students, faculty, and staff at all levels. 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 $49,230 - $50,832 Org #-Department Nursing - 12802 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 03/20/2025 Close Date 04/06/2025 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 Support the Senior Associate Dean of Academics Essential Tasks Provide administrative support to the Senior Associate Dean for Academics, including managing calendar and schedules, coordinating meetings, and handling correspondence. Manages the Associate Dean’s Travel Prepare reports, presentations, and documents related to academic affairs and nursing program as needed Assist with the preparation and management of assigned meetings by preparing agendas, taking minutes, and following up on action items. Maintain and organize files, records, and documentation related to academic programs, policies, and procedures. Key Responsibility Event and Project Coordination Essential Tasks Plan and organize the annual School of Nursing commencement ceremony, including logistics, communication, and coordination with students and faculty. Manage the scholarship process, including coordinating application submission, review, and award notifications. Proficiency in appropriate University systems. Key Responsibility Budget Support Essential Tasks Assist with budget preparation and tracking expenditures for academic affairs. Support the Associate Dean in processing purchase orders, reimbursements, and invoices related to academic programs and activities. Key Responsibility Support Office of Student Success & Recruitment Activities Essential Tasks Assisting students with getting their questions answered and needs met Informing students of relevant deadlines related to activities such as upper division applications, scholarships, and graduation. Informing students of school-wide announcements. Assure recruiters have materials needed such as flyers, banners etc. Key Responsibility Miscellaneous and Other Duties Essential Tasks Perform other related duties as assigned by the Senior Associate Dean for Academics, including supporting department-wide initiatives or filling in for absent colleagues. Competency ________________________________________________________________________________________________________________________ Competency Verbal Communication Competency Description Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. 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, nonstandard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work emails. Competency Level Advanced Competency Program Knowledge Competency Description Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices. Competency Level Advanced Competency Written Communication Competency Description Independently compiles, analyzes, assimilates, and composes information into varies or non-standard formats with responsibility for content review, accuracy, quality, and time lines, requiring in-depth program knowledge and interpretation. Competency Level Advanced Competency Office Technology Competency Description Utilizes advanced training/knowledge; integrates varying software applications and systems for information and records purposes. Competency Level Advanced Competency Information/ Records Administration Competency Description Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures. 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 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 - O, Hand Movement-Grasping - O, Holding - O, Finger Dexterity - O, Vision-Skilled Trades - O, Reading - O, Writing - O, Eye-hand coordination - O, Hearing - O, Talking - O, Standing - O, Sitting - O, Walking - O, Lifting-0-30 lbs. - R Work Environment Inside - C Applicant Documents Required Documents Resume/CV Cover Letter List of References Optional Documents Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
* Are you eligible to work in the United States without sponsorship?(Open Ended Question)
* Please indicate how you learned of the vacant position for which you are applying: UNCGjobsearch website Piedmont Triad Area Newspaper The Chronicle of Higher Education Inside Higher Ed Other professional journal / website NCWorks.gov UNC school system job board Personal Networking Facebook Twitter LinkedIn Other: Please list(Open Ended Question)
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