Administrative Support Associate

Position Information

General Information


Vacancy Open to
All Candidates


Employment Type
Permanent - Part-time


If time-limited, note appointment end date

Hours per week
20


Months per year
12


Position Number
001139


NC Salary Grade Equivalency
NC03


Classification Title
Admin Support Associate - Journey


Working Title
Administrative Support Associate


Salary Range
$17,606 - $20,600


Anticipate Hiring Range
$17,606 - $20,600


FLSA Status
Non Exempt


Division
Academic Affairs


Department
Academic Services (Adm)


Work Unit
Career Center


Work Schedule


8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position


Manages core employer engagement workflows for the Career Center, including job and internship posting approvals, on-campus interview logistics, and Resume Book/Referral operations. This role serves as the CRM system administrator (Forge), maintaining data integrity and generating reports while delivering professional written communications and troubleshooting recruitment procedures for employers, students, and campus partners.

Minimum Education/Experience


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.

Essential Job Duties

Knowledge - Program

Understands Career Center programs and services and applies that knowledge in problem-solving, responding to inquiries, and interfacing with other offices and organizations. Uses program knowledge to independently evaluate employer submissions, assess compliance with established standards, and determine appropriate action or escalation.

Job Duties:

1. Manages the job and internship posting review process in Hire-A-Niner (HAN), applying program knowledge and independent judgment to assess whether postings meet university standards, contain sufficient information, represent legitimate opportunities, and are appropriate for student audiences; approves, requests revisions, or declines postings accordingly.
2. Applies knowledge of Career Center policies and procedures to communicate decisions and requirements to employers in a clear, professional, and consistent manner.
3. Uses understanding of Career Center programs and services to interface with employers, students, and campus partners, responding to inquiries about posting requirements, recruitment processes, and engagement opportunities.
4. Assumes program management responsibilities for Resume Book and Referral operations, maintaining annual Resume Books in HAN and developing new Books as requested by the Employer Engagement Team.
5. Coordinates communications to students who have opted in to Resume Books, including alerts to relevant job and internship opportunities identified in HAN or communicated by Industry Specialists.
6. Coordinates job and internship Referrals for employers of choice, as determined by Industry Specialists, by targeting communications to eligible students, collecting resumes into a specialized Resume Book, and compiling Resume Bundles for employer delivery.

Work Coordination

Plans and facilitates the support activities of the Employer Engagement Team; coordinates with colleagues and campus partners to complete tasks related to on-campus recruitment and employer services. May serve as an operational coordinator for assigned programs and processes.

Job Duties:

1. Manages the operational workflow of the on-campus interview scheduling process, including configuring scheduling timelines, coordinating room assignments and logistics, supporting employers through the scheduling process, and troubleshooting issues as they arise.
2. Serves as the primary operational point of contact for employers participating in on-campus interviewing, ensuring a smooth and well-supported experience from scheduling through day-of execution.
3. Coordinates and tracks the full lifecycle of employer posting reviews in HAN, managing the flow of incoming submissions, ensuring timely review and communication, and maintaining organized records of decisions and correspondence.
4. Coordinates Resume Book and Referral workflows across the Employer Engagement Team, ensuring timely execution, accurate student targeting, and quality delivery of Resume Bundles to employers.

Problem Solving

Assesses and may resolve unprecedented problems that require research and review of policy and procedures. Applies judgment for problem resolution based on delegated authority and established guidelines.

Job Duties:

1. Independently evaluates non-standard or ambiguous employer postings, applying judgment to determine whether submissions meet university standards, represent legitimate opportunities, or require additional follow-up, escalating complex cases as appropriate.
2. Troubleshoots technical and logistical issues that arise during the on-campus interview scheduling process, researching available resources and coordinating with relevant parties to resolve problems in a timely manner.
3. Identifies recurring issues in posting review, scheduling operations, or Resume Book management and recommends procedural adjustments or documentation updates to prevent recurrence.
4. Responds to employer and student questions that deviate from standard procedures by consulting applicable policies, manuals, and team resources, and providing accurate and helpful guidance.

Office Technology

Selects, understands, and fully applies features of a variety of software programs and systems to produce desired results in support of employer engagement operations and data management.

Job Duties:

1. Serves as the primary administrator and subject matter expert for the Forge CRM system, maintaining data integrity through regular cleanup, deduplication, and quality review to ensure accurate and actionable employer relationship records for the Employer Engagement Team and other stakeholders.
2. Generates reports from Forge and other systems as requested, producing clear and accurate data outputs to support team operations, employer engagement tracking, and leadership reporting needs.
3. Proactively identifies reporting opportunities within Forge and related systems, developing new report frameworks that provide useful insights into employer engagement activity and relationship trends.
4. Manages the technical configuration and administration of the on-campus interview scheduling system, including setting up interview schedules, managing room and time slot assignments, and ensuring system accuracy throughout the recruitment cycle.
5. Utilizes HAN to manage employer postings, Resume Books, Referral workflows, and related data, maintaining consistency of use and accurate record-keeping across all functions.

Information/Records Administration

Composes written communication with guidance using standard formats and independently drafts correspondence related to program or operational procedures.

Job Duties:

1. Leads the development of employer-specific engagement reports as requested by university leadership, compiling relevant data from Forge, HAN, and other sources and presenting findings in a clear, organized format.
2. Maintains accurate records related to employer posting reviews, on-campus interview scheduling, Resume Book activity, and Referral operations, ensuring documentation is current and retrievable.
3. Conducts periodic reviews of posting activity, scheduling records, and CRM data to identify gaps, inconsistencies, or trends, and provides summary information to supervisors as needed.

Communication - Written

Composes correspondence involving program or operational procedures independently from general instructions. Contacts employers and other external parties to provide or obtain information in support of Career Center operations.

Job Duties:

1. Composes and sends professional written communications to employers regarding posting review decisions, required revisions, scheduling logistics, and other recruitment-related correspondence.
2. Maintains consistent and timely written communication with employers throughout the on-campus interview process, ensuring they are well-informed and supported from initial setup through completion.
3. Drafts and sends student-facing communications related to Resume Book opt-in alerts and Referral opportunities, ensuring messaging is clear, accurate, and aligned with Career Center standards.
4. Contributes to the review and revision of standard email templates, HAN messaging, and other written resources used by the Employer Engagement Team to ensure consistency and accuracy.

Other Work Responsibilities

Departmental Preferred Experience, Skills, Training/Education

• Data- and process-oriented with skills in managing highly detailed projects.
• Appropriate skills and experience in organizing multiple tasks and projects.
• Experience working with groups of people and individuals to verify needs.
• Must be familiar with technology such as CRM management, databases, or other related software and interested in identifying and adopting technological advances in the field.

Necessary Licenses or Certifications

Work Location
150 Atkins Building


Posting date
08/06/2026


Closing date
08/20/2026


Proposed Hire Date

Contact Information

Special Notes to Applicants

• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
• Do not write 'see resume' on your application when completing the job duties section.
• UNC Charlotte Benefits Information: