Administrative Support Specialist

Posting Details

Posting Details

Requisition Number S2835 Position Number 998361 Position Classification Title Administrative Support Spec Functional Title Administrative Support Specialist Position Type Staff University Information

Located in North Carolina's third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with nearly 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal - helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University's 1,100 faculty and 1,700 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

The Department of Geography, Environment, and Sustainability is a student-centered department having a three-fold integrated mission encompassing teaching, scholarship, and service. The Department offers a program presenting an integrative perspective on the relations among social, political, economic, and physical phenomena occurring across space. The Department is committed to teaching the concepts and research methods to prepare majors for professional careers and/or advanced study. Non-majors are presented the geographic knowledge needed to understand the nature of the human and environmental patterns found in the world around them. Graduate student education is focused on preparing our students for advanced professional careers and/or further graduate study. The Department is committed to excellence in both theoretical and applied research. Undergraduate and graduate student involvement in research is encouraged to develop student understanding, reasoning, and technical skills. Through scholarship, teaching, and service, the Department of Geography, Environment, and Sustainability is dedicated to bettering our community, nation, and planet.

Position Summary

The Administrative Support Specialist is responsible for managing the daily operations of the Geography, Environment, and Sustainability Department. This includes responsibility for personnel and financial management, course scheduling, event planning, generation of reports, and supervision of student employees.

Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE.

Additional Required Certifications, Licensures, and Certificates Preferred Qualifications

• Experience working in a university setting

• Experience with Banner

• Strong written and oral communication skills

• Prior budget experience

Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Special Instructions to Applicants

Applicants are required to upload a list of at least three (3) professional references that includes:

• Name,

• Company Name,

• Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor.

• Email Address

• Contact Phone Number

Recruitment Range $40,059 - $44,510 Org #-Department Geography/Environment/Sustain

• 12235 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 07/01/2024 Close Date 07/21/2024 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency

Key Responsibilities

Key Responsibility

Department Administration

Essential Tasks

• Provide administrative support to Department Head and other departmental directors (including graduate undergraduate directors, Director of Environment & Sustainability)

• Assemble and upload course schedules into Banner (communicate with faculty and students regarding changes)

• Collect and maintain course evaluations

• Assist in preparation of promotion and tenure materials

• Manage departmental searches utilizing SpartanTalent; prepare candidate interview schedules, prepare hiring paperwork

• Train and supervise student employees

• Provide administrative support to Head which involves running reports using WebFocus or Argos; assisting with analysis and summarization of the reports.

• Assists Head with compiling and assembling Faculty Workload Documentation, Departmental Assessments, and Annual Reporting

• Attend faculty meetings and take minutes. Upload minutes and handouts to Canvas

• Assist with scholarship applications and awards

• Maintain Departmental records

• Website and social media accounts

• Update student email groups

• Pull reports for Director of Graduate Studies, Director of Undergraduate Studies, and Director of Environmental & Sustainability

Key Responsibility

Personnel & Budget/Financial Management

Essential Tasks

• Manage various department funds: general, discretionary, grants, enrichment, overhead, E&T, start-up funds, faculty indirects

• Maintain budget records on spreadsheets

• Reconcile accounts monthly with ePrint

• Reconcile P-card activity

• Wxercise signature authority on all departmental accounts

• Verify account balances; challenge questionable expenditures and bring to Chair's attention

• Develop reports for use in decision making by department head

• Provide budget reports to PI's and the department head - when requested

• Make recommendation for efficient use of funds

• Realign grant and departmental budgets as needed for changing priorities and expenditures

• Responsible for all post-award management of grants. This includes making sure expenditures are made within grant guidelines, monitoring the processing of expenditures in Contracts and Grants and Accounts Payable, and regularly updating faculty on the status of their accounts through spreadsheets reports.

• Processing all accounts payable and accounts receivable for the department. Transfer funds between accounts as needed.

• Place purchase orders and supply orders through eMarketplace.

• Manage EHRA Personnel Budget

• Create and maintain spreadsheet to manage constantly changing Temporary Salary Reserves (TSR) budget

• Manage Graduate Assistantship Personnel Budget

• Create and maintain spreadsheet to manage in-state and out-of-state tuition waivers

• Be aware of and apply university EHRA personnel policies

Key Responsibility

Event Planning

Essential Tasks

• Scheduling and coordinating Department Seminars, Lectures, and Workshops (room reservations, process guest speaker payment, flyers, email mailings, add to website schedule, purchase of food and set up and clean up, etc).

Key Responsibility

Customer Service

Essential Tasks

• Field routine questions regarding the department

• Dealing with other administrative offices on Campus (e.g. Offices of the Dean, Associate Provost for Research, Provost, Chancellor; Payroll, Facilities Operations)

• Dealing with outside vendors of software and hardware used in the department

Competency

Competency Program Knowledge Competency Description

Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation. May be the content/process resource.

Competency Level Journey Competency Information/Records Administration Competency Description

Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.

Competency Level Journey Competency Office Technology Competency Description

Uses one or more software programs, information systems, and specialized equipment to access, input, and verify standard information.

Competency Level Contributing Competency Problem Solving Competency Description

Recognizes, defines and resolves non-standard problems using operating procedures, research, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

Competency Level Journey Competency Communication

• Verbal Competency Description

Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations.

Competency Level Journey Competency Communication

• Written Competency Description

Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively.

Competency Level Journey Competency Budgeting Competency Description

Acquire and apply knowledge of policies, procedures, and campus resources in order to complete budget forms. Monitors and reconciles departmental or program budget and tracks travel and office expenditures.

Competency Level Contributing

ADA Checklist

ADA Checklist

"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)

Physical Effort Hand Movement-Repetitive Motions

• F, Hand Movement-Grasping

• F, Holding

• F, Finger Dexterity

• F, Reading

• F, Writing

• F, Hearing

• F, Talking

• F, Standing

• O, Sitting

• F, Walking

• O Work Environment Inside

• C

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

• List of References

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Are you eligible to work in the United States without sponsorship?

(Open Ended Question)