Administrative Support Associate

University of North Carolina Charlotte

$33,540 - $39,643

United States, North Carolina, Charlotte

Jan 14, 2025

Administrative Support Associate

Please see Special Instructions for more details.

UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits

The finalist may be subject to a criminal background check and/or motor vehicle report.

Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous supervisors.

The Search Committee will not contact references without first verifying permission with the finalist.

Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.

Do not write 'see resume' on your application when completing the job duties section.

Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).

Please submit a resume and cover letter with your application if requested.

These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

Position Information

General Information

Vacancy Open to	All Candidates
Employment Type	Permanent - Full-time
If time-limited, note appointment end date
Hours per week	40
Months per year	12
Position Number	002136
NC Salary Grade Equivalency	GN04
Classification Title	Administrative Support Associate - Journey
Working Title	Administrative Support Associate
Salary Range	$33,540 - $39,643
Anticipate Hiring Range	$33,540 - $38,890
FLSA Status	Non Exempt
Division	Academic Affairs
Department	College of Humanities & Earth and Social Sciences (Col)
Work Unit	Col of Hum & Earth and Social Sci
Work Schedule	8:00 am - 5:00 pm; Monday - Friday "This position may be eligible for a telework schedule once onboarding is complete, and with supervisor approval."
Primary Purpose of Position	This position is the primary point of contact for students and other visitors of the College of Humanities and Earth & Social Sciences ( CHESS) Office of Advising and Student Services. The individual hired into this role will provide administrative support to the Associate Dean of Curriculum and Student Success, and the Assistant Dean for Student Services & Director of Academic Advising. The position requires experience in conducting administrative support tasks as well as the ability to quickly acquire specialized knowledge of student services functions.
Minimum Education/Experience	Required Minimum Qualifications: Graduation from high school; or an equivalent combination of education and experience. University Preferred Qualifications: Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.
Essential Job Duties	Apply knowledge of University policies and procedures which come from Academic Affairs and the Office of Legal Affairs to answer questions and provide advice to students or CHESS Department Chairs, Directors of Undergraduate Studies, Undergraduate Coordinators, faculty and faculty advisors as well as other departmental representatives who are working with students that face various academically related problems. Maintain knowledge of all deadlines related to the academic calendar and other deadlines established by the Office of the Registrar such as class scheduling in Banner, early alerts, midterm grade reporting, final course grade reporting, among others and deadlines from the Office of Student Affairs related to the New Student Orientation Program and CHESS advising procedures in order to respond to questions and inquiries from students as well as CHESS faculty, staff, and administrators. Maintain knowledge of the overall CHESS advising structure in order to avoid providing misinformation that would impact a student's degree completion and time to obtain their degree. Act as the first point of contact for students as well as department chairs, undergraduate coordinators, faculty and faculty advisors who deal with student services related issues that require exceptions to academic policies and procedures, among other concerns. Attentively provide written communication such as email responses to questions regarding University policies and procedures and CHESS advising practices. Other forms of written communication include responding to Connect campaign messages, email communications with CHESS department leaders, faculty, administrative staff and various campus offices. Participate in projects requiring written communication such as special notices to CHESS students for prospective and newly admitted students, Day of Convocation communications, course schedule building, and communications with students inquiring about the application process for various CHESS scholarships. Support the Associate Dean, the Associate Director of CHESS Advising and the Assistant Dean of Student Services. General office support includes handling mail, facilitating work orders, coordinating supply room needs and orders, and managing student traffic in and out of the office. Manage walk-in advising, the check-in process for advising appointments, and the student advisor evaluation process upon exiting the Center. Research and review academic policies and procedures to seek resolutions for student problems (i.e. student's lack of knowledge of academic policy and deadlines.). Resolutions may not always result in the student filing an academic petition and should be handled after a discussion with the student. Seek and act on opportunities to improve and streamline work processes which often result from changing uses of technology. Prepare/complete budgetary paperwork required for travel authorizations and reimbursements of relevant staff or student groups, as well as for catering expenses of selected events.
Other Work Responsibilities	Respond appropriately to students and parents who are dissatisfied with decisions made by the Associate Dean or Assistant Dean of Student Services, or who have other complaints. Have awareness of which students have provided Guest Access to their FERPA protected information in order to provide appropriate responses to parents and/or other appropriate outside parties. Understand and adhere to university policies outlining that all student information in the Student Services Unit of CHESS is protected by FERPA. Maintain secure files to protect this confidential information at all times. Track the scholarship applications and inform recipients of their award status. Targeted communications to students using the CHESS advising webpage and social media platforms will also be necessary. Research departmental policies and practices to make appropriate judgments as to whether the student should be referred to other offices or back to the department (i.e. on occasion, problems may arise from differences in departmental practices and procedures). Utilize Internet Native Banner and Report Central (and other current advising technologies) to produce reports. Utilize Banner Self-Service in order to collect various types of student information needed for the review of an academic petition or to address a student issue/concern. Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education	Bachelors degree is preferred. One year of administrative experience working in Higher Education is preferred. Intermediate knowledge and skills in use of the Microsoft Office Suite, Google software, and university systems such as Banner, Report Central, Internet Native Banner or similar, is highly desired. Experience with problem solving, resourcefulness, and effective communication skills are a plus. Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred. Strong attention to detail is is needed for position and preferred.
Necessary Licenses or Certifications
Work Location	235 Fretwell Bldg.
Posting date	01/14/2025
Closing date	01/21/2025
Proposed Hire Date	02/24/2025
Contact Information
Special Notes to Applicants	UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two *current/previous supervisors.* The Search Committee will not contact references without first verifying permission with the *finalist*. Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment). Please submit a resume and cover letter with your application if requested. These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

*
How did you hear about this employment opportunity?
- UNC Charlotte Website
- HERC Job Board
- Inside Higher Education
- Circa (formerly known as Local JobNetwork)
- Another Website
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Other
Where did you learn about this posting?

(Open Ended Question)
*
Do you have experience with both Microsoft and Google Suite applications? Is so, please indicate which and the associated applications as well as your level of experience (beginner, intermediate, advanced).

(Open Ended Question)
*
How many years' administrative office experience do you have?

(Open Ended Question)
*
Do you have experience with any of these university systems such as Banner, Report Central, Internet Native Banner or similar systems? If so, please indicate which systems and your experience.

(Open Ended Question)

Applicant Documents

Required Documents

Resume / Curriculum Vitae
Cover Letter / Letter of Interest
Contact Information for References

Optional Documents