Administrative Support Specialist

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 006006 NC Salary Grade Equivalency GN06 Classification Title Administrative Support Specialist - Journey Working Title Administrative Support Specialist Salary Range $35,608 - $48,961 Anticipate Hiring Range $35,608 - $43,919 FLSA Status Non Exempt Division Academic Affairs Department College of Science (Col) Work Unit Col of Science Work Schedule
8:00 am - 5:00 pm; Monday - Friday
Primary Purpose of Position
This position provides administrative and office support duties for the Associate Dean for Academic Administration and the Associate Dean for Research and Graduate Education. Primary duties include: managing and reconciling budgets; preparing travel authorizations; assisting with travel arrangements and reimbursements, organizing meetings/events, processing financial documents, preparing reports/communication/spreadsheets for distribution, organizing electronic filing system for the Deans, processing mail, photocopying documents, and serving as back-up to the receptionist at the front desk (duties are shared among staff in the Dean's Office as needed).
This position requires strong interpersonal, communication, customer service, and computer competency skills. This position reports to the Associate Dean for Academic Administration.
Minimum Education/Experience
Required Minimum Qualifications:

Graduation from high school and one year of related office experience; or an equivalent combination of education
and experience.

University Preferred Qualifications:

Graduation from high school and demonstrated knowledge, skills, and abilities gained through three years of specialized office experience or an equivalent combination of education and experience.
Essential Job Duties

• Provide specialized administrative support for the College of Science's Associate Dean for Academic Administration and Associate Dean for Research and Graduate Education. As needed, provide administrative support to the Associate Dean for Undergraduate Student Affairs.
• Compile and summarize financial data for budget management and reporting.
• Assist Associate Deans with coordinating and prioritizing funding requests, special expenditures, professional travel, and part-time faculty payments based on account balances.
• Prepare and review reports, forms, and documents for distribution.
• Process financial documents related to travel, purchase orders, E-forms, budgets, etc.
• Communicate professionally with internal and external constituents on behalf of the Associate Deans.
• Comply with University and State policies and procedures.
• Work with confidential and sensitive information related to faculty, staff and students.
• Maintain an electronic organized filing system for the College of Science Associate Deans.
• Serve as a resource to others on a variety of technical subjects including office equipment, software applications, and information processing.

Other Work Responsibilities

• Attend workshops for 49er Mart, Concur, Banner, Report Central, and other university used systems and softwares to keep abreast of changes in University policies and procedures.
• Must be willing to learn new computer applications to meet work needs.
• Keep abreast of policies and procedure changes. Share new policies and procedures with Associate Deans.
• Excellent customer service (written and verbal communicaton) and proactive organizational skills are required.
• Independently and with Associate Deans' authorization, compose and organize ideas working in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience.
• Strong attention to detail is a must.
• Other duties, as assigned.

Departmental Preferred Experience, Skills, Training/Education

• Bachelor's Degree and one year of experience working in a Higher Education setting is strongly preferred.
• Experience or proficiency using BANNER Finance or similar university financial systems is highly desired.
• A candidate that is willing to work in an energetic and multi-tasking environment that involves students, faculty, staff, administrators, and visitors with regional and international backgrounds is preferred.
• Advanced competency using Windows, Google and MS Office suite software is preferred.
• Excellent customer service (written and verbal communication) and proactive organizational skills are required.
• Strong attention to detail is needed for position.

Necessary Licenses or Certifications Work Location TBD Posting date 08/31/2024 Closing date 09/15/2024 Proposed Hire Date 10/07/2024 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.