Administrative Support Specialist

Position Information General Information Vacancy Open to Vacancy Open to All Candidates Employment Type Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year Months per year 12 Position Number Position Number 006003 NC Salary Grade Equivalency NC Salary Grade Equivalency NC09 Classification Title Classification Title Admin Support Specialist Working Title Working Title Administrative Support Specialist Salary Range Salary Range $40,059 - $48,961 Anticipated Hiring Range Anticipated Hiring Range $40,059 - $44,510 FLSA Status FLSA Status Non Exempt Division Division Academic Affairs Department Department College of Humanities & Earth and Social Sciences (Col) Work Unit Work Unit Organizational Science Work Schedule About Charlotte Primary Purpose of Position The primary purpose of this position is to provide comprehensive administrative, fiscal, and program support to the Organizational Science Program and the Master of Public Administration ( MPA ) Program. The position serves as the primary Staff Assistant to the Program Directors and supports the effective operation of these interdisciplinary programs, which involve extensive educational, employment, community engagement, collaborative, and outreach activities across multiple departments and colleges. The incumbent administers and coordinates a broad range of business and program functions, including budget management, personnel administration, scheduling, event planning, marketing and communications, records and facilities management, and student support. Work requires knowledge of applicable university and unit policies, procedures, and information systems to process information, maintain records, prepare reports, reconcile financial data, and communicate effectively with students, faculty, staff, and external stakeholders. The position provides specialized support for MPA program operations, including course scheduling and enrollment permitting, internship coordination, accreditation and assessment activities, student scholarships, and the maintenance of program records and databases. These records include student and alumni information, graduate employment outcomes, listservs, and event participation. The incumbent also prepares correspondence, reports, promotional materials, and other documents; coordinates program events and registration; and provides customer service to internal and external constituents. Additional responsibilities include coordinating and co-supervising student employees and other assigned personnel, supporting collaborative activities across departments and colleges, and performing related administrative duties necessary to ensure efficient program operations. Dual Reporting: The position reports primarily to the Director of Organizational Science, with secondary reporting responsibility to the MPA Program Director. The anticipated allocation of effort is approximately 25 hours per week in support of Organizational Science and 15 hours per week in support of the MPA Program; however, this distribution may fluctuate based on program needs, priorities, and workload. Both Program Directors provide direction, establish priorities, and assign work within their respective areas of responsibility. The employee is expected to communicate regularly with both supervisors regarding workload, deadlines, and competing assignments. The Program Directors will coordinate as needed to establish priorities and resolve workload conflicts, with the Director of Organizational Science serving as the primary supervisor. Work Locations: The position supports operations for both programs and may work from either program location based on operational needs, scheduled responsibilities, meetings, and events. The Program Directors will coordinate work assignments, priorities, and schedules to ensure expectations and coverage needs are clearly communicated. Required Minimum Qualifications: Graduation from high school and one year of related office experience; 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. Provide comprehensive administrative, fiscal, and program support to the Organizational Science Program and the Master of Public Administration ( MPA ) Program. Serve as the primary Staff Assistant to the Program Directors and supports the effective operation of these interdisciplinary programs, which involve extensive educational, employment, community engagement, collaborative, and outreach activities across multiple departments and colleges. Assist Directors with coordinating and prioritizing funding, prepares budget documents and reports and maintains budget records for Directors to review (general funds, grants/contracts, discretionary funds, recharge, Quasi, etc.). Maintain budget records, reconcile financial information, and prepare reports as requested by the Program Directors. Maintain and organize program records, files, and databases, including student information, recruitment, personnel documentation, contracts, events, and other administrative records. Develop and maintain knowledge of program operations, policies, procedures, and university systems to respond to inquiries, troubleshoot issues, and resolve routine administrative problems. Assist Program Directors, faculty, and students with administrative requests, including enrollment permits, special requests, and the coordination of program and event equipment, supplies, and materials. Independently research and resolve program and student issues. Utilize, reconcile and manipulate data for management reports from different internal and external sources. Maintain records and reporting systems related to applicable accreditation and assessment requirements, including NASPAA and regional accreditation, as assigned. Coordinate the collection and organization of scholarship application materials and faculty review information to support program scholarship selection processes. Support communications, marketing, and outreach initiatives designed to enhance program visibility, reputation, and engagement with prospective students, alumni, employers, community partners, and other external constituents. Create program marketing materials and content. Maintain the program’s web and social media presence. Utilize MS Office, Google Workspace, Zoom, DocuSign, Adobe, Banner, and Report Central to support daily administrative operations, provide information, and generate reports for the Program Directors. Independently resolve and/or develop recommendations for unprecedented issues and problems. Prepare and process forms, correspondence, reports, and other documents using university systems and office software, including Microsoft Excel and Word. Maintain student activity records, including recruitment, enrollment, academic progress, internships, and graduate outcomes, and assist with faculty and student evaluations as needed. Other duties, as assigned. Experience working in Higher Education, including office administration responsibilities is preferred. Financial management/budget experience and proactive organizational skills are a plus. Knowledge of Banner, Report Central and other similarly used university systems is desired. Intermediate experience and skills in use of Microsoft Office and Google Suite software is desired. Experience with problem solving, resourcefulness, and effective communication skills are a plus; and the ability to prioritize tasks and manage time efficiently is strongly desired. Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred. Additionally, strong attention to detail is desired. Work Location Colvard Contact Information 9201 University City BlvdCharlotte, NC 28223 #J-18808-Ljbffr The University of North Carolina