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. Hours per week 40 Months per year Months per year 12 Position Number Position Number 012922 NC Salary Grade Equivalency NC Salary Grade Equivalency NC02 Classification Title Classification Title Administrative Support Associate - Journey Working Title Working Title Administrative Support Associate Salary Range Salary Range $33,540 - $39,634 Anticipate Hiring Range $33,540 - $38,890 FLSA Status FLSA Status Non Exempt Division Department Work Unit Work Unit Leadership & Community Engagement Work Schedule 8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary. Primary Purpose of Position This position serves as the primary administrative support staff and provides office management and procedural assistance for all programs delivered by the Office of Fraternity and Sorority Life and the Leadership and Community Engagement Office. The Administrative Support Associate provides direct administrative support to the Senior Director of Student Engagement and Director of Fraternity and Sorority Life, and assists the Director of Leadership & Community Engagement. Additionally, this role serves as the primary program resource for billing and contractual correspondence, maintains budgets for both offices, and acts as a central resource for students seeking information and assistance. The role requires responding to telephone and email inquiries within 24 hours and developing a thorough, working understanding of University and departmental information, policies, and procedures. Required Minimum Qualifications: Graduation from high school; or an equivalent combination of education and experience. Note: Some state job postings state you can qualify by an ‘equivalent combination of education and experience.’ If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. Information/Records Administration Oversee the hiring, onboarding, training, and supervision of student assistant staff; manage federal work-study processes including NinerWorks/ EPAF , Hire A Niner, and other HR paperwork Coordinate staff scheduling for front desk coverage, manage departmental payroll documentation, and verify electronic timesheets Maintain an up-to-date inventory of all office supplies, equipment, and promotional items Supply orders and purchasing, printing, and equipment service contracts. Manage incoming/outgoing mail, packages, and department email addresses Independently draft routine correspondence, announcements, or event flyers, and respond to general inquiries on behalf of leadership Assist with reservations, logistics, and coordination for office programs as directed (e.g., FM Request, ARCHIBUS , Catering, University Honors and Awards, LeaderShape) Schedule appointments, meetings, and events for students and staff as directed Assists with grade and conduct verification of student qualifications and eligibility to ensure compliance Maintains records, handles general standard operating procedures and databases of all students participating in OFSL (including ONOMA ) and LCE programs Maintains confidentiality in handling of all sensitive matters Work Coordination Consistently moderate and manage overall office volume (sound and traffic), particularly during peak times Supervises, trains, and prepares daily tasks for student assistants (and graduate assistants as needed) to optimize their time, provide front desk reception, and complete core office tasks Functions as the primary coordinator for internal files, maintaining student employment records and filing sensitive personnel documentation Coordinates the student employment workflow by auditing student assistant time sheets for accuracy and submitting them to payroll Actively coordinates schedules by setting up internal meetings and managing Google Calendar invites for leadership Educates student assistants on how to operate office equipment and creates practical fact sheets/materials for upcoming events and programs Facilitates daily front-office operations by ensuring authorized employees are granted appropriate access to the facilities Budgeting Responsible for maintaining budgets and tracking balances across several account types to ensure accurate record-keeping and proper fund allocation Regularly prepares, monitors, and reconciles internal budget reports and Banner finance reports Manages departmental purchasing and procurement processes, including initiating and executing purchase orders/requisitions, coordinating vendor communication, and ensuring compliance with university policies and procedures Investigates unclear journal entries and reallocates entries to appropriate funds when necessary Serves as the first line of contact and structural expert regarding the organization’s financial system (Banner Finance) Reports to the directors on a regular basis, as well as upon request, to ensure the organization maintains balanced budgets Collects program fees and prepares financial deposits Manages p-card reconciliation and balances internal accounting records against the general ledger and subsystem accounts to ensure university policy compliance Serves as the primary departmental resource for interpreting and applying in-depth university financial, budget, and travel policies Verbal/Interpersonal Skills Establishes and maintains the standard for professional, positive office interactions, which serves as the blueprint for how student assistants should interface with the campus community Coordinates and manages the physical and phone workflow of the front office by welcoming and directing visitors, callers, and walk-ins Recommends and implements procedural changes to enhance the quality of service provided to full-time staff, customers, partners, and other university departments Provides authorized employees and contracted staff with appropriate access to facilities Serves as the primary point of contact and liaison for internal and external stakeholders—including staff, clients, alumni, the community, and external vendors—providing accurate program information and efficiently resolving invoicing, billing, and payment issues across phone, in-person, and electronic channels Assists with event reservations, scheduling, and room allocations, particularly for large programs Program Knowledge Maintains a thorough, current knowledge of organizational operations, vision, and all necessary university policies and procedures. Uses program knowledge to effectively interface, coordinate, and collaborate with other university offices and external organizations Plans and facilitates the onboarding of student staff by educating them on office equipment and creating practical fact sheets for upcoming events and programs Serves as the central coordinator between the university and external service providers Coordinates the administrative workflow for travel, including managing event reservations and background paperwork Problem Solving Investigates and resolves routine operational problems, such as standard tracking discrepancies or data entry errors, to ensure continuous office support Applies sound judgment to determine problem resolutions based on the authority delegated by a supervisor Probes for relevant details to accurately evaluate a customer’s specific needs and requests Acts as the go-to coordinator for student assistants and external partners when standard procedures are unclear, ensuring tasks are completed according to university compliance guidelines Identifies complex, non-routine issues that fall outside established guidelines and efficiently routes them to the appropriate supervisor or external university department for resolution Independently addresses and resolves everyday administrative hurdles (e.g., duplicate room reservations, scheduling conflicts, or missing paperwork) so events and daily workflows remain uninterrupted Drafts formal correspondence under the Director’s signature and edits critical documents before final signing to ensure administrative quality control Takes official meeting minutes and synthesizes summaries for staff to maintain clear, historical records of office decisions Plans and facilitates office communication by responding to specific types of mail on the Director’s behalf during absences, ensuring continuous administrative coverage Monitors the central office email address and website inquiries to directly answer routine questions or efficiently route messages to the correct staff member for resolution Compiles, collates, and indexes comprehensive information and documents to streamline operational workflows and keep departmental materials organized Manages general office correspondence, including but not limited to signing for certified mail, sorting and distributing routine mail, preparing FedEx/ UPS shipments, and coordinating mass or bulk e-mails Office Technology Plans and facilitates continuous office support by monitoring the operational status of office equipment and coordinating the renewal of service contracts Exercises standalone oversight to authorize equipment and supply transactions up to $250 to ensure zero downtime in daily office operations Works directly with OneIT personnel to ensure that all core office hardware remains functional, up-to-date, and consistently stocked with necessary operational supplies (such as toner and paper) Maintains advanced, up-to-date knowledge and expertise in essential operational and administrative applications, including Banner Finance, Maxient, NinerEngage, and standard calendar/drive apps Trains students and staff in appropriate use of all office equipment as necessary Other Work Responsibilities Departmental Preferred Experience, Skills, Training/Education Reception and office management experience. Experience providing a high level of customer service and demonstrated ability to develop collaborative relationships, working with student employees and/or student leaders; experience leading or managing student workers preferred. Experience using budgeting/financial systems within a university or large company setting. Proficient in MS Office/Google environment and comfortable learning specialized systems and applications, with a strong competency in Excel; website administration, a plus. Experience working with Archibus (work order), Concur (purchasing card), Jagger (purchasing mart), or similar software. Necessary Licenses or Certifications Work Location Work Location Popp Martin Student Union Posting date 08/07/2026 Closing date 08/14/2026 Proposed Hire Date Proposed Hire Date 09/14/2026 Contact Information Special Notes to Applicants 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. Required Documents Resume / Curriculum Vitae Cover Letter / Letter of Interest Contact Information for References Optional Documents 9201 University City BlvdCharlotte, NC 28223 #J-18808-Ljbffr