Administrative Support Associate

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 008236
NC Salary Grade Equivalency 61
Classification Title Administrative Support Associate - Advanced
Working Title Administrative Support Associate
Salary Range $34,829 - $38,699
Anticipate Hiring Range $34,829 - $38,699
FLSA Status Non Exempt
Division Academic Affairs
Department Research & Economic Dev (Adm)
Work Unit Charlotte Research Institute
Work Schedule

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position

Serves as primary staff assistant to the Charlotte Research Institute. Provides administrative support for the Director of Research, Associate Director(s), and Assistant Director(s) of the unit. In coordination with the Associate Director, oversees daily activities and work performance of student employees within the unit. Provides routine public contact and interface with University faculty and staff, students, industry and government partners, and members of the community. On occasion may be called upon to serve as backup to the Executive Assistant for Vice Chancellor of Research and Economic Development.

Minimum Education/Experience

Graduation from high school, or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties

• Provide daily administrative support to CRI Administrators.
• Manage Administrators’ calendars, schedule appointments, reserve meeting rooms, and oversee standing meetings for the unit.
• Manage student employee work schedules and oversee daily work performance.
• Plan and organize meetings and campus site visits from industry, government and economic development agencies. Assist in developing visit agendas and scheduling various university and industry attendees to campus visits and presentation meetings. Prepare information packets and presentation materials to support these meetings and visits.
• Assist with CRI event and topic-specific program planning and execution. Related duties include placing and coordinating catering orders, managing invitation contact lists and disseminating e-invitations, and providing on-site assistance during events.
• Provide daily customer interface in the form of telephone, email, and in-person interactions. Serve as first-line customer interface for the unit. Refer customer inquiries to the appropriate unit Administrators as required.
• Represent CRI in providing as-needed interface with UNC Charlotte academic departments, research centers, IUCRCs, and research faculty.
• Maintain an understanding of the CRI organizational structure, its mission, vision, strategic priorities, and standard operating practices, procedures and policies, and translate those to daily workplace decisions and customer/constituent interactions.
• Organize and maintain electronic and paper files and records for the unit.
• Problem solve routine office issues and seek additional assistance as situations require.
• Conduct photocopying and generate printed documents and reports.

Other Work Responsibilities

• Maintain office supply inventory and restock as necessary. Monitor and maintain supply of various unit marketing and collateral printed materials and reorder as necessary. Use 49er Mart as required.
• Attend meetings as assigned and requested. Attend meetings on unit Administrators’ behalf as requested.
• Manage unit Administrators travel requests and documents.
• Assist Administrators in constructing and compiling budget development and budget review materials.
• Manage unit business contact information and files. Generate contact information reports and mailing lists as requested. Enter contact data into Salesforce contact management system.
• Oversee departmental mail distribution.

Departmental Preferred Experience, Skills, Training/Education

Bachelors degree preferred.

Five years relevant experience working in a college or university setting,

Must posses excellent oral and written communications skills.

Superior computer skills, especially MS Office suite products.

Experience using Google email and calendar software

Necessary Licenses or Certifications
Work Location Grigg Hall
Posting date 12/02/2017
Closing date 01/01/2018
Proposed Hire Date 02/05/2018
Contact Information
Special Notes to Applicants
  • Please submit a resume and cover letter with your application. 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.
  • 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.
  • If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
  • Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • UNC Charlotte Website
    • Another Website
    • Agency Referral
    • Advertisement/Publication
    • HERC Job Board
    • Local JobNetwork
    • Personal Referral
    • Other
  2. Where did you learn about this posting?

    (Open Ended Question)

  3. Do you have professional experience organizing meetings, events, and/or program planning? If yes, please explain your experience and your role.

    (Open Ended Question)

  4. Do you have a high-level of professional Microsoft Office (excel, word, etc.) experience? If yes, please explain how you have used Microsoft Office in the past.

    (Open Ended Question)

  5. Have you completed any training or do you have any professional experience using Google gmail in an office setting (not personal use of gmail)?
    • No
    • Yes, Beginner Level
    • Yes, Intermediate Level
    • Yes, Advanced Level

Applicant Documents

Required Documents
  1. Resume / Curriculum Vitae
  2. Cover Letter / Letter of Interest
  3. Contact Information for References
Optional Documents