Administrative Support Associate

Administrative Support Associate - 2980 Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process. UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings. Position Details Division: Finance and Administration Department: Facilities Operations Working Title: Processing Assistant Vacancy Type: Probationary Permanent Full Time Min T/E Requirements: High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work. FTE: 1 Position Overall Competency Level: J Recruitment Range: $36,894 - $40,000 Anticipated Hiring Range: $40,000 Position #: 2980 FLSA Status: Non-Exempt Months per year: 12 Work Schedule =e.g. 8-500: 8:00 a.m. - 5:00 p.m. Work Schedule Type: First Shift Is this a grant funded position?: No Primary Purpose of Organization Unit: Under the supervision of the Assistant Vice Chancellor for Facilities, Facilities Management comprises of two departments - Facilities Operations; and Facilities Planning and Construction. The primary mission is delivering required services, financial oversight, and providing a liaison with appropriate Federal, State, and local agencies on matters related to planning, constructing, operating and maintaining the physical campus environment. Facilities Management strives to provide a safe, clean, accessible, and attractive environment which enhances the abilities of academic and administrative departments to provide a personalized education experience. Primary Purpose of Position: This critical position serves within Facilities Operations and Maintenance Department in an Administration role. and stationed at the Pinchbeck Work Control Center. This position is primarily responsible for data entry and reporting involving internal and external billing. Billing includes but is not limited to invoicing for vehicle use, travel charges, fuel consumption, bus travel, work orders, etc. Position manages university equipment inventory. Downloads campus work requests and provides reports utilizing the Computerized Maintenance Management System. Position is first line to the public for Facilities Operations and Maintenance which includes but is not limited to campus faculty, staff and students, designers, engineers, contractors and other visitors. Position performs this duty by way of in-person interaction, phone and email. Position issues keys to requestors and ensures all keys are returned and accounted for before COB. Position is a backup for requisitions and P Card allocations. Job Description: Serve as the primary administrative point of contact and first line of communication for Facilities Operations and Maintenance, providing professional customer service to faculty, staff, students, designers, engineers, contractors, vendors, and campus visitors in person, by telephone, and via email. Operate from the Work Control Center and coordinate visitor inquiries by directing individuals to appropriate parking areas, facilities, departments, and personnel. Manage the issuance, tracking, and return of facility keys, maintaining accurate accountability and ensuring all issued keys are returned and reconciled by the close of business. Perform data entry, recordkeeping, reconciliation, and reporting for internal and external billing associated with Facilities services, including vehicle usage, travel charges, fuel consumption, bus transportation, work orders, and other billable activities. Coordinate billing activities with multiple university departments, user groups, Accounts Payable, and other stakeholders while supporting the Facilities Budget Officer with financial processing and documentation. Utilize the university's Computerized Maintenance Management System (CMMS) to maintain and manage equipment inventory and related facilities records. Download, review, organize, and distribute campus work requests to appropriate Facilities trade groups to support timely assignment and completion of maintenance activities. Develop and maintain recurring and ad hoc reports on work requests, equipment, services, billing, and departmental activities to provide Senior Facilities Leadership with accurate operational information for planning, analysis, and informed business decisions. Provide backup administrative support for purchasing activities, including requisitions and P-Card allocations, utility billing, ensuring transactions are processed accurately and in accordance with university procedures. Maintain a high level of confidentiality, accuracy, organization, and professionalism while managing multiple administrative, financial, customer-service, and operational responsibilities in a high-volume work environment. Management Preference: 5 - 10 years of experience Lic or Certification required by statute or regulation: Valid Drivers License Posting Information Job Opening Date: 09/16/2026 Job Closing Date: 10/01/2026 Posting Category: Administrative Support Posting Number: SPA00757 Special Instructions to Applicants This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process. UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. Applicant Documents Required Documents Optional Documents CV/Resume Cover Letter Other Document Posting Specific Questions How did you hear about this employment opportunity? Agency Referral American Librarian Association (ALA) Association of Fundraising Professionals BlacksInHigherEd.com Career Builder Chronicle of Higher Education Cosida CUPA HR Disabled in Higher Ed Disability Website (Other) Educause Glassdoor HigherEdJobs Indeed Inside Higher Ed Journal of Blacks in Higher Education LinkedIn Monster NACUBO NativeAmericansInHigherEd.com Native Hire NCAA Market NC Works Online / One Stop Center Newspaper Personal Referral Placement Exchange SACUBO Society of Human Resources Management (SHRM) StudentAffairs.com UNC Collaborative Website UNC Pembroke Online Employment System Veterans Advantage Jobs & Career Network Veteran Website (Other) VeteransInHigherEd.com Vocational Rehab Women in Higher Education Website - Other Do you possess a valid driver's license? If so, please list date of issuance and date of expiration on your application. yes no How many years of experience do you have in this type of position? 0-1 1-3 3-5 5-7 7+ Have you worked in a higher education environment before? If so, for how long and in what capacity? (Open Ended Question) #J-18808-Ljbffr