Administrative Support Associate

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 001216 NC Salary Grade Equivalency GN04 Classification Title Administrative Support Associate - Journey Working Title Administrative Support Associate Salary Range $33,540 - $38,480 Anticipate Hiring Range $33,540 - $38,480 FLSA Status Non Exempt Division Student Affairs Department Dean of Students (Adm) Work Unit Dean of Students Work Schedule
8:00 am - 5:00 pm; Monday - Friday
Telework schedule may be available of up to 2 (two) days once onboarding and training into position is complete and with supervisor approval.
Primary Purpose of Position
This position provides general administrative support for the Student Assistance and Support Services Office. SASS is comprised of Associate Dean of Students, Associate Director, Assistant Director for Withdrawal Services, and Assistant Director of Case Management and Assistant Director for Basic Needs.
Minimum Education/Experience
Required Minimum Qualifications:

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

University Preferred Qualifications:

Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.
Essential Job Duties

• Appropriately triage concerns, clarify inquiries and provide accurate information, assistance or referrals both internal and external referrals.
• Responsible for case management of absence verification requests, including reviewing documentation and communicating with students and faculty.
• Maintain basic knowledge of appropriate institutional policies and procedures.
• Assist students in crisis by providing information related to campus resources and academic accommodations.
• Maintain basic knowledge of resources available through campus partners, including Housing and Residence Life, Registrar's Office, Counseling Center, Student Health Center, Center for Wellness Promotions, Financial Aid, Students Accounts, Residency Determination Office. etc.
• Provide factual information or procedural information on: full or partial withdrawal and appeal processes, absence verification process, student emergency fund requests, emergency housing requests and Swipe Out Hunger program.
• Draft letters to faculty advocating for students in crisis.
• Maintain and update department webpage.
• Access and utilize Maxient database to look up information and create cases related to absence verification requests, full or partial withdrawal requests and student emergency fund requests..
• Compose and disseminate email correspondence for a variety of purposes without review.
• Compile information for reports or mailings.
• Copy and collate documents upon request.
• Make room reservations for campus events and meetings.
• Handle details of recruiting, interviewing, and corresponding with candidates for processional staff vacancies.
• Maintain calendars of staff in the Office of Student Assistance and Support Services.
• Research staff travel requests for local and national conferences as well as visitors/speakers to UNC Charlotte.
• Manage the Office of Student Assistance and Support Services general email account by checking emails daily from students, faculty, staff etc, forwarding emails to appropriate staff and responding to requests, concerns, issues or complaints and to determine the best course of action.
• Manage access to administrators by screening calls and visitors to determine the appropriate course of action.
• Identify underlying root of customer problems when they are poorly communicated.
• Demonstrate a collaborative attitude when interacting with other team members to direct and complete administrative tasks.
• Respond calmly and use interpersonal skills with customers under stress or expressing displeasure.
• Office management in the absence or unavailability of staff in the Office of Student Assistance and Support Services to direct a student to another Dean of Students staff member or another department.
• Submit facilities request, inventory, and media forms to other units to initiate an action.
• Design and modify filing systems for work efficiency.

Other Work Responsibilities

• Create a safe and welcoming environment for visitors to the Office of Student Assistance and Support Services, including students, parents, faculty/staff, and other institutional stakeholders.
• Demonstrated experience with the following technology systems; G-mail, Google Calendar, Banner, Microsoft Office Suite, Adobe suite, Maxient student conduct database
• Excellent oral and written communication skills, a collaborative communication style, strong interpersonal skills, and proven ability to work with sensitive and confidential information.
• Strong organizational skills.
• Ability to work autonomously in a fast-paced, high-energy environment.
• Maintain confidentiality of records and other information or records.

Departmental Preferred Experience, Skills, Training/Education

• Bachelor's degree from an accredited college or university.
• One to two years of responsible administrative/office management experience.
• Demonstrated experience with the following technology systems: Gmail, Google Calendar, Banner, Microsoft Office Suite, Adobe Acrobat Suite, Maxient Student Conduct Database and OrgSync.
• Experience working in Higher Education.
• Experience working with sensitive and confidential records/information.
• Experience working in the field of customer service.
• Experience and ability to manage multiple projects and deadlines.
• Ability to multi-task and work in a fast-paced environment.
• Ability to be flexible and adaptable to a changing campus environment.
• Excellent oral and written communication skills with strong attention to details.

Necessary Licenses or Certifications Work Location Cone 349 Posting date 07/09/2024 Closing date 08/25/2024 Proposed Hire Date 09/09/2024 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.