Administrative Support Specialist

Position Overview This position provides high‑level administrative support to the Chair of the Department of Sociology and Social Work. Duties involve interacting with the public and assisting students, faculty, staff and alumni with department services and operations, overseeing and administering activities of the department’s administrative office, managing front‑line reception, communications, office operations and day‑to‑day support. The position requires knowledge of program policies, procedures and information systems. Responsibilities include verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures. Additional duties involve confidential administrative tasks for senior faculty, calendar coordination, travel planning, briefing documents, contingency planning, agenda preparation, meeting materials, budget tracking, protocol development, office management, timekeeper for staff, students, contractors, and interactions with parents, students and alumni. The role supports the Chair, faculty and students of the undergraduate and graduate social work programs and is expected to be flexible and responsive to assigned tasks. Key Responsibilities Communication – Verbal/Written Update the department’s matrix of undergraduate and graduate courses each semester through communication with program directors, full‑time and adjunct faculty, the Chairperson and the Registrar’s Office. Develop the adjunct faculty course listings report based on the course matrix. Communicate information from students, applicants, faculty, staff, administrators and the public to the Chairperson and schedule appointments as required. Take minutes for monthly department and program meetings. Respond to inquiries regarding processes, services and operations from students, administration and others. Assist the department head with written documents or forms. Maintain all deadlines for administrative assignments. Work Coordination Assist the Directors of the Joint Social Work Graduate Programs to coordinate with the College and Graduate School to award graduate assistantships to students. Provide support for undergraduate programs in the department. Assist the Chairperson in completing the Internal Salary Authorization Form (ISAF) for adjunct faculty compensation. Perform other assignments as needed by faculty. Knowledge – Program and Organization Acquire sufficient knowledge of the admission process for graduate program applicants to assist with admission‑related tasks. Have knowledge of the new‑hire process for adjunct, part‑time and full‑time faculty to assist with hiring university employees. Understand services, policies and procedures related to the department/program and explain information to ensure efficiency. Maintain knowledge of curriculum and communications to support the Chair, faculty, staff and students. Assist students with registration and faculty with scheduling; create literature for incoming students. Information/Records Administration Assist the Chairperson with the Internal Salary Authorization Form (ISAF) for faculty compensation. Maintain bookkeeping information on state fund and foundation budget accounts and provide reports to the Chairperson. Prepare and process adjunct faculty contracts. Assist with accounting tasks using the university procurement card. Process travel request forms and assist with bookkeeping for requisitions and purchase orders. Track, file and manage documentation within the Chair’s Office with efficiency and attention to detail. Required Qualifications High School Diploma or equivalency and one year of related office experience, or an equivalent combination of training and experience. Associate or Bachelor degree in Business Administration or a related area (preferred). Three years of administrative support experience (preferred). Proficient skills in Microsoft Word, PowerPoint, Excel, Outlook, Publisher, Windows, Banner (Finance/Student), Aggie Mart, and Chrome River. Knowledge of program policies, procedures and information systems. Position Information Title: Administrative Support Specialist Classification: SHRA Appointment type: Permanent – Full time FLSA status: Non‑Exempt Full‑time equivalent: 40 hours/week, 12 months Recruitment range: $38,704 – $44,510 Work hours: 8:00 am – 5:00 pm, Monday – Friday Work location: On‑site (Office); remote or hybrid arrangement may be considered for employees residing within a 2‑hour commute. Benefits Accrued Vacation and Sick Leave for Eligible Employees Community Service Leave Aetna – State Health Benefits of North Carolina NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more 12 Paid Holidays Teachers and State Employees Retirement System (TSERS) Optional Supplemental Plans – 401(k), 403(b), 457(b) and 457 Employee Assistance Program (EAP) Campus Recreation Center Discount University Bookstore Discount and more #J-18808-Ljbffr