Administrative Support Associate

If time-limited, note appointment end date Hours per week 40 Months per year Months per year 12 Position Number Position Number 006010 NC Salary Grade Equivalency NC Salary Grade Equivalency NC03 Classification Title Classification Title Administrative Support Associate - Advanced Working Title Working Title Administrative Support Associate Salary Range Salary Range $35,212 - $48,417 Anticipate Hiring Range $35,212 - $44,015 FLSA Status FLSA Status Non Exempt Division Division Academic Affairs Department Department College of Humanities & Earth and Social Sciences (Col) Work Unit Work Unit Col of Hum & Earth and Social Sci Primary Purpose of Position The position serves as Administrative Assistant for the CHESS Office of Finance & Personnel (F&P) and is responsible for monitoring and maintaining the College's Office of Academic Technology budget and other assigned college sub-unit budgets. The position facilitates financial and administrative transactions for the Dean's Office; coordinates the scheduling and management of F&P-related meetings, committees, and working groups; and coordinates F&P communications with CHESS departments, other campus units, and external constituencies. The position also performs a variety of administrative tasks and special projects in support of the Assistant Dean for Finance & Personnel; provides customer service and administrative support to students, faculty, staff, and visitors; and provides administrative support to college units, as assigned, during periods of staff vacancies. The position also serves as Office Manager, supporting the day-to-day administrative operations of the office. 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. Responsibilities Serve as Administrative Assistant/Office Manager for the CHESS Office of Finance & Personnel (F&P) and be responsible for monitoring and maintaining the College's Office of Academic Technology budget and other assigned college sub-unit budgets, as well as supporting the day-to-day administrative operations of the office. Greet, assist, and direct guests, visitors, and students of the CHESS Office of Finance & Personnel. Remain calm and professional in all verbal communications with internal and external constituencies. Apply knowledge of programs, policies, and procedures to interpret and communicate information to meet the specific needs of students, faculty, and staff. Coordinate Finance & Personnel (F&P) meetings, training, working groups, and special projects, including scheduling, space reservations, materials, communications, and follow-up. Provide administrative coordination for recurring F&P activities, including departmental budget reviews, Business Update meetings, and other College-wide administrative functions as assigned. Track multiple assignments, deadlines, requests, and action items and follow up with responsible parties to support timely completion. Prepare and coordinate routine administrative transactions and documentation, including reimbursements, travel, direct/special payments, and other forms as assigned. Serve as the primary administrative coordinator for Finance & Personnel records management, maintaining organized electronic and hard-copy filing systems for financial, personnel, and administrative records. Maintain and update administrative spreadsheets, tracking tools, reference materials, recurring reports, and electronic repositories used by the Finance & Personnel Office. Retrieve and compile information from University systems and repositories; identify missing, incomplete, or inconsistent records and coordinate resolution with appropriate staff. Adhere to privacy and confidentiality policies to safeguard personnel and student information (i.e., FERPA and HIPAA ). Serve as a resource for faculty and staff relating to travel, purchasing, and other university processes and procedures. Utilize conflict management techniques to resolve issues efficiently. Collaborate with other team members in order to de-escalate situations and solve problems. Complete 49er Requests, Purchase Orders, EPAF payments, and e-forms for the Office of Finance & Personnel, and other administrators in the Dean’s Office, as needed. Serve as Concur Delegate for all staff in the Office of Finance & Personnel. May serve as delegate in other departments when vacancies arise. Utilize Concur to reconcile P-Card expenses as needed. Other Work Responsibilities Assist in the planning, development, and execution of special projects. Coordinate administrative onboarding requirements for newly hired Dean’s Office employees, including equipment, keys, parking, supplies, and related operational needs. Coordinate the scheduling and management of F&P-related meetings, committees, and working groups. Coordinate F&P communications with CHESS departments, other campus units, and external constituencies. Research and recommend office equipment and software that would positively affect workflow and effectiveness. Maintain and create spreadsheets in MS Excel and/or Google Suite to enter data and generate reports. Utilize Banner, 49er Mart, Kronos, and other systems as designated. Attend appropriate training sessions and complete web modules. Create Travel Requests, Expense Reports, and prepare reimbursements in Concur. Other duties, as assigned. Departmental Preferred Experience, Skills, Training/Education Administrative experience working in Higher Education is preferred. Financial management/budget experience and proactive organizational skills are a plus. Intermediate knowledge and skills in the use of the Microsoft Office Suite, Google software, and university systems such as Banner, Concur, Report Central, or similar are highly desired. Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred. Excellent written and oral communication skills and strong attention to detail are preferred. Work Location Fretwell - Suite 326 Posting date 09/22/2026 Closing date 09/29/2026 Proposed Hire Date 10/26/2026 9201 University City BlvdCharlotte, NC 28223 #J-18808-Ljbffr