Administrative Support Associate

Posting Details Position/Classification Title: Administrative Support Assoc Classification Type: SHRA Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory Minimum Experience/Education: High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work. Preferred Years Experience, Skills, Training, Education: Experience in a university or academic setting. Position Overview To provide administrative assistance/support to the department chairperson and departmental faculty, students and university clientele. The department serves undergraduate and graduate majors, with 22 full-time & part-time faculty members. This position is responsible for work generated by the Department Chair and the departmental faculty, and is integral to helping implement the academic and research goals/objectives of the Department, its programs and the College. Though this position will incur some general assignments, its primary responsibility will be that of assisting the Chair and faculty with office management/assistance; grant and research budgeting/reporting; work coordination and supervision of student assistants; enrollment/recruitment initiatives; and as needed/required, assistance with the Department's efforts and procedures with improving retention and graduation rates of the Department's majors in alignment with the University's/College's retention objectives. North Carolina Agricultural and Technical State University is an 1890 land-grant doctoral Research University dedicated to learning, discovery, and community engagement. The College of Science and Technology enrolls over 2514 students. It is a national leader that serves and engages the citizens of the state of North Carolina, the nation, and the world through preeminence in science and technology education, research, discovery, and innovation. The College houses the departments of Applied Engineering Technology, Biology, Built Environment, Chemistry, Computer Systems Technology, Mathematics and Statistics, Physics, and the Ph.D. Program of Applied Science Technology. The College is experiencing substantial growth in enrollment, faculty size, curricula, and research. The Department of Applied Engineering Technology serves ~400 students in the following degree programs: BS in Applied Engineering Technology, BS in Automotive Engineering Technology, BS in Computer Graphics Technology, MS in Technology Management, and PhD in Applied Science and Technology - Technology Management concentration. The Department's mission is to prepare students for success in transforming society through innovation and technology leadership. We advance knowledge through applied research and create innovative and responsible solutions to global challenges. The vision of the Department is to be a preeminent learner-centered community to prepare graduates as future technology innovators and industry leaders. Among its core values, the Department is committed to excellence, responsiveness, accountability, intellectual growth, technical expertise, and collaborative engagement. Work Hours: 8am to 5pm Monday through Friday Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.: On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site) Key Responsibilities and Related Competencies Work Coordination/Planning Manages the main office and its daily functions under supervision of the department chairperson. Demonstrates an in-depth knowledge of the Applied Engineering Technology Department, its programs, processes and organizational operation. Serves as an additional resource for faculty and students in resolving issues and problems (other than those specific to the domain of the senior administrative personnel). Assists the Chairperson and others in defining/refining the goals and objectives of the Department as requested/required. Assists the Department Chairperson in implementing departmental goals and objectives. Assists the chairperson in coordinating the flow of information to the Department's faculty/students, as well to the College/University. Schedules appointments for the chairperson and maintains associated calendar, as well as managing work to meet specific timelines and urgent deadlines. Coordinates work/task assignments for the Department's student assistants, ensures timeliness of hiring/payroll processes for the Department's faculty and students, etc. Communication - Verbal/Written Exhibits ability to communicate effectively, via verbal and written means in conjunction with the daily duties and operation of the Department. Composes and generates correspondence, reports, publications, etc., to clientele both internal and external to the Department/College/University under guidance and direction of the Department Chair. Serves as front-line contact for the Department in maintaining regular contact with the public, both internal and external to the Department. Provides considerable contact with faculty and students, both majors and non-majors as regards the academic and administrative mission and objectives of the Department. Budgeting Accesses the Department's financial budgets and tracks expenditures, and is responsible for all purchases/requisitions via the Department's funds. Prepares budget documents (hard-copy and electronic/on-line) as required. Uses Banner Finance, Aggie Mart Purchasing, Aggie Talent and on-line E-Travel system, and the electronic Personnel Action Form (ePAF) in order to monitor/track the Department budget balances and expenditures, and process budget revisions, purchasing, position management/position applicant tracking and travel documents. Office Technology Utilizes standard office equipment (i.e., computer, scanner, copier, etc.), as well as utilize/implement vendor installed and University-specific software-related systems (i.e., Microsoft Office Suite, Banner Student/Banner Finance, electronic Personnel Action Form (ePAF) Aggie Mart procurement, Aggie Talent Position Management/Applicant Tracking, Emburse Enterprise (travel)l, UEC class scheduling system, bookstore textbook requisitioning system, etc.). Determines the equipment/software that is appropriate for the requested task based on pending deadlines, cost effectiveness, capabilities and availability of existing equipment within the Department/College/University. Problem Solving Independently resolves and/or develops recommendations for unprecedented issues and problems. Requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Utilizes resources outside the office (i.e., other departments or business offices) to determine a procedure or policy when necessary. Knowledge - Program and Organization Possesses knowledge and understanding of the Department's services and policies/procedures, functions, curriculum, mission and academic/research objectives, as well as the ability to effectively relay this knowledge to clientele internal and external to the Department. Exhibits familiarity with and knowledge of the Department, and will be able to direct inquiries to the Chairperson or designated faculty as appropriate. Information/Records Administration Collects/compiles data and information essential to the functions of the Department, as well as maintain appropriate files relating to such. Assists the Chairperson in completing all required content-specific reports for the Department, and will assist the Department's administration with coordinating the collection of data from surveys, reports, publications, etc., for required reports, proposals, etc. Reviews student records, assists with student registration and on-line purchasing needs (i.e., equipment, vendor/contractual services, textbooks, etc.). Assists with departmental income/expense reports, room key processing, supplies and equipment inventory, and class/course scheduling. Develops and maintains academic/student files, content-specific files as regards reports, and general departmental files. Manages access and researches of these files for reports, records, forms and reference materials, and in conjunction with such, will apply the rules and regulations governing the privacy and confidentiality acts of the University. Reviews information for completeness and accuracy using multiple University/state/federal guidelines as appropriate/required. Position Information Working Title: Administrative Support Associate Competency Level: Journey Position Number: 002138 Recruitment Range: $33,540-$54,455 FLSA: Non-Exempt Appointment Type: Permanent - Full-time FTE: 40 hours/week, 12 months Organizational Division: Applied Engineering Technology Organizational Location: College of Science and Technology Organizational Unit: Applied Engineering Technology Employee 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 - 401k, 403b, 457b and 457 Employee Assistance Program (EAP) Campus Recreation Center Discount University Bookstore Discount and more North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Aff. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity. This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station. #J-18808-Ljbffr North Carolina Agricultural & Technical State University