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 001421
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 Col of Arts & Architecture (Col)
Work Unit School of Architecture
Work Schedule

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position

The Administrative Support Associate (Advanced) provides advanced level administrative support to the School of Architecture including the faculty (full and part-time), staff (Director, Associate Director, Academic Advisor, and Executive Assistant), and students. They create and maintain organizational systems for the SoA office based off of a thorough understanding of policies/procedures and program needs; create and maintain organizational systems to provide administrative support to the Associate Director and Academic Advisor with incoming application processing, advising support, admissions correspondence, and admissions events; build the SoA’s class schedule, coordinating with the Director, Associate Director, Academic Advisor, Executive Assistant and faculty as needed; plan and coordinate student and nonstudent temp employment for the SoA office and labs including timesheet verification and approval.
Additionally the position provides the primary administrative support for the Academic Advisor, Associate Director, and Executive Assistant; maintain calendars for the Associate Director and Academic Advisor in addition to managing the building and classroom calendars; work closely with the Storrs Building Manager to ensure successful space management and maintenance; serve as office reception, answering incoming telephone calls, handling incoming and outgoing mail, and greeting guests; hires, trains, and supervises SoA student office assistants; purchase all education, project, and office supplies; prepares all travel paperwork for faculty, staff, Associate Director, and Academic Advisor, completing all necessary purchases and reconciliations; assists with coordinating SoA events and guest visits (i.e. travel arrangements, space reservations, college vehicle reservations, program descriptions or updates, direct pay requests, Chartwell’s orders, honoraria, etc.) and confirms completion of all tasks with the Executive Assistant and other associated parties.

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

Provides excellent customer service and administrative support to the School of Architecture, managing the front desk and creating an organized and welcoming environment in a dynamic and open-air office. This includes but is not limited to answering calls and emails, ordering supplies, and making reservations.

Maintains calendars for the building and SoA staff in the Google environment.

Responds to inquiries, providing accurate information on programs/policies/procedures along with excellent customer service and forwarding questions to Associate Director, Academic Advisor, Executive Assistant, or other University personnel as needed.

Trains and supervises SoA student employees to assist in providing introductory level program knowledge to the general public and prospective students/parents.

Completes travel authorizations and reimbursement paperwork for Associate Director, Academic Advisor, SoA faculty, as well as guests and students as needed.

Manages SoA scholarship process using the University Scholarship Portal, coordinating with the Scholarship Committee, Gifts Officer, BSC, and Executive Assistant as needed to communicate opportunities to students, manage applications, make awards, distribute thank you letters to donors, and keep fund/donation records up to date.

Works closely with Academic Advisor and Associate Director on the SoA admissions process including: managing and maintaining online application portal, fielding questions, running reports, assisting with Open House events, and processing decision letters.

Learns and uses web-based information and/or processing systems as developed and required by the School, College, and/or other University departments to complete administrative tasks.

Other Work Responsibilities
Departmental Preferred Experience, Skills, Training/Education

Four-year degree from an accredited college or university.

Three to five years of experience in office, business and/or program administration, including front office, processing travel, reimbursements, and managing calendars.

Professional experience managing and updating website content.

Professional experience planning and conducting professional events.

High proficiency in office technology.

Ability to learn/use campus-specific systems.

Excellent written communication, verbal/interpersonal and customer service skills required.

Demonstrated ability to take initiative, which is necessary in managing the front office.

Attention to detail with accuracy is essential.

Necessary Licenses or Certifications
Work Location Col of Arts & Architecture
Posting date 02/07/2018
Closing date 02/20/2018
Proposed Hire Date
Contact Information
Special Notes to Applicants
  • Please submit a resume, cover letter, and contact for three references 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.
  • 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 administrative experience supporting multiple directors, processing travel, processing reimbursements, and managing calendars? If yes, please explain your experience.

    (Open Ended Question)

  4. Do you have professional experience working at a front desk? If yes, please explain your experience.

    (Open Ended Question)

  5. Do you have professional event planning experience? If yes, please detail the scope of both the event types and the roles you played in those events.

    (Open Ended Question)

  6. Do you have professional experience managing and updating web site content?
    • No
    • Yes

Applicant Documents

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