Administrative Support Associate

Administrative Support Associate

Please see Special Instructions for more details.

• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist.
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
• Do not write 'see resume' on your application when completing the job duties section.
• UNC Charlotte Benefits Information: (Use the "Apply for this Job" box below)./

• Vacancy Open to:
  All Candidates
• Employment Type:
  
  Permanent - Full-time
• Hours per week: 40
• Months per year: 12
• Position Number: 002264
• NC Salary Grade Equivalency: NC02
• Classification
  
  Title:
  
  Admin Support Associate - Journey
• Working Title:
  
  Administrative Support Associate
• Salary Range: $33,540 - $38,890
• FLSA Status:
  Non Exempt
• Division:
  Academic Affairs
• Department:
  Col of Arts & Architecture (Col)
• Work Unit:
  Col of Arts & Architecture
• Work Schedule:
  
  8:00 am - 4:30 pm;
  Monday - Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position:
The Office Administrator/Office Manager serves as the public face of the college, providing general business operations and oversight of the College administrative offices, administratively supports select college administrators, and collaboratively works with the Dean's Executive Assistant.

• Work in collaboration with the Dean's Executive Assistant to set a positive and professional working environment in the College of Arts and Architecture.
• Greet guests, answer incoming telephone calls, etc.
• Handle all incoming and outgoing mail for the dean's office.
• Manage inventory and order office supplies (as needed) for the dean's office.
• Coordinate and manage college-owned vehicle check-out/check-in and maintenance schedules.
• Work collaboratively with the Associate Dean for Academic Affairs, Associate Dean for Performing Arts Services, and the Associate Dean for Research, and other college leaders (as needed).
• Provide administrative support to the Director of Business Affairs in the areas of Ninertalent and hiring support, student and non-student hiring, and web-time entry, and other duties as assigned.
• Provide administrative support to the Associate Dean for Academic Affairs, Associate Dean for Performing Arts Services, and the Associate Dean for Research: this work primarily consists of assisting with calendaring (scheduling meetings).
• Work collaboratively with the Dean's Executive Assistant to support college-sponsored events (event set-up and take-down, coordinating catering, etc.) and plans, and assist in the execution of alumni cultivation and solicitation by preparing materials, presentations, making contacts and coordinating meetings, and updating lists annually.
• Completes travel authorizations and reimbursement paperwork for three Associate Deans, six Directors, as well as other staff, faculty, guests, and students (as needed).
• Coordinate scheduling of the dean's office conference rooms.
• Plan and coordinate student/non-student employment for college offices and labs (includes time sheet verification and approval).
• Provide administrative support to the college Faculty Council (meeting scheduling, taking minutes, and distributing and tracking ballot initiatives and faculty elections).
• Provide administrative support to the college Equity Council (as a member of this council).
• Supervise student employees: cultivates and demonstrates a professional working environment for student employees.

Required

Minimum Qualifications:

Graduation from high school, or an equivalent combination of education and experience.

• Travel reimbursement policy and procedures.
• Organizing catering for multiple annual events.
• Recording and distributing agendas and minutes from Chairs' and Directors' meetings in a timely manner.
• Preparation of documents and reports.
• Use of office technology, compiling records, organizing, and maintaining files.
• Facilitating communication between administration, faculty, and students.
• Posting email and social media information to all stakeholders as needed.
• Greeting/referring/assisting visitors/clients/staff/others.
• Mail distribution and photocopying.

The work often involves a public contact role to clarify or provide information regarding the activities of the work unit.

• Desired qualifications include the ability to acquire programmatic knowledge.
• To manage and administer information of records, as well as the ability to read and interpret budgets.
• To understand basic office technology, including Microsoft Word, Excel, and Google applications, to achieve efficiency and productivity analysis, and to report and present results.
• High proficiency in office technology and ability to learn/use campus-specific systems; excellent written communication,…