Administrative Associate

University of North Carolina at Wilmington; Wilmington, Northern (NC, KY); Hybrid; USD 41,000 - 46,000; Full time

Job summary

University of North Carolina Wilmington seeks an Administrative Associate in the Graduate School. The role handles front-desk inquiries, manages mailboxes, and supports student services, registration, and documentation workflows.

You will coordinate with registrars, departments, and HR, ensuring accurate data and timely responses. Responsibilities include updating the Graduate School website, maintaining SOPs, and assisting postdoctoral support.

Qualifications

• High school diploma or equivalency; or demonstrated competency to perform the work.
• Experience in a high-paced administrative office environment in higher education.
• Familiarity with degree audit systems and university HR software.

Responsibilities

• Greet visitors and manage walk-in requests and phone inquiries with professional service.
• Maintain shared mailboxes and route inquiries across registration, billing, admissions and student services.
• Update SharePoint sites and maintain SOPs for internal processes, ensuring accuracy.
• Liaise with registrar and departments on registration, transfer credits, and eligibility for graduate courses.
• Assist with document management, automation, and reporting using university systems.

Education

High school diploma or equivalency

Tools

Banner

PeopleAdmin

DocuSign

Softdocs

Survey delivery software (e.g., Qualtrics)

Website design

Job description

Please see Special Instructions for more details.

PLEASE NOTE: This posting will close at 11:59PM (Eastern time) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application, including the ‘Work History’ section before you apply for this position. Applications must be submitted through the online application system to be considered.
This position is being recruited at the Advanced level. If no applicants apply who meet the required competency and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Benefits of Working at UNCW

At the University of North Carolina Wilmington, we are driven by a clear purpose: to empower student success, advance innovation, and strengthen the communities we serve. Guided by our strategic vision and commitment to excellence, UNCW offers a dynamic and collaborative environment where employees can make meaningful contributions while growing their careers.
Located in coastal North Carolina, UNCW combines the energy of a thriving academic community with the natural beauty of nearby beaches and outdoor spaces. Here, professional opportunity is balanced with an exceptional quality of life—creating a workplace where you can thrive both personally and professionally.
As a member of the Seahawk community, you’ll benefit from a culture that values well-being, lifelong learning, and connection. UNCW offers a competitive and flexible benefits package designed to support your health, financial well-being, and professional growth. From comprehensive health coverage and retirement options to generous paid leave, tuition opportunities within the UNC System, learning and development opportunities, and wellness programs, UNCW is committed to helping you thrive both at work and in your personal life.

Recruitment Range

Recruitment Range $41,225 - $46,000

Recruitment Range Details

The salary range advertised is the designated recruitment range for this classification. Final salary offers will be determined by the candidate’s education, relevant experience, internal equity alignment, and departmental budgetary parameters.

Vacancy Number

Vacancy Number S02932

Position Title

Position Title Administrative Associate

Working Title

Working Title Administrative Associate

Competency Level Advanced

Home Department

Home Department Graduate School - 31000

Primary Purpose of Organizational Unit

The Graduate School is responsible for all administrative aspects of the university’s graduate programs. The chief officer is the Dean of the Graduate School. Primary functions of the Graduate School include monitoring and periodically reviewing all existing programs to ensure that their standards and performance are of the highest quality, identifying and developing new programs that are consistent with regional and national needs, providing logistical support necessary to facilitate the student’s graduate experience, supporting the research and creative activities of faculty and students through workshops, innovative programs, and funding opportunities, and promoting communication and cooperation among various academic units within UNCW and the university system.

College

College Graduate Continuing and Lifelong Ed - 310 College

College/School Information

University Information

The University of North Carolina Wilmington, the state’s coastal university, is dedicated to the integration of teaching, mentoring, research, and service. UNCW is distinguished by its commitment to putting students first, supporting world-class faculty and staff, delivering transformative learning experiences, and leveraging its unique proximity to the ocean. Recognized nationally for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking and reflects emerging industries and interdisciplinary innovation.
A public institution with nearly 20,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to- BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s first bachelor’s degree program focused on coastal engineering.
The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.
Founded as Wilmington College in 1947, UNCW moved to its present location in the heart of New Hanover County in 1961. The 660-acre campus is only minutes from Wrightsville Beach and historic downtown Wilmington and features Georgian architecture and designated conservation areas. Wilmington International Airport ( ILM ) provides commercial air service to cities both domestic and abroad and is just six miles from the UNCW campus.
UNCW has been part of the University of North Carolina System since 1969.

Location of Workplace

Location of Workplace Main UNCW Campus

Brief Summary of Work for this Position

This position greets visitors to the Graduate School, manages walk-in requests and phone inquiries, and provides in-person customer service. They will manage the shared mailboxes for current student services and must understand the proper routing of requests regarding registration, billing, admissions, retention, residency, student services, and other issues related to graduate education.

This position helps update the graduate student and coordinator SharePoint sites to communicate information about graduate student events, process instructions, policy, awards, and FAQs. This employee must maintain the current student Standard Operating Procedures (SOPs) for internal processes. They will be responsible for ensuring that inquiries have been properly handled by verifying that questions or problems are resolved once routed. These tasks require the ability to work with all stakeholders, including potential and current students, faculty, staff, and administrators across campus.

This position will be the graduate school contact for and liaison with the registrar and departments about registration and transfer credit issues. This responsibility includes editing each request and identifying errors that must be corrected by the department before transfer credit or course registrations can be processed. Employee verifies that undergraduate students meet requirements for enrolling in graduate courses. This employee verifies that graduate students are eligible for requested leaves of absence. Employee manages the incomplete grade notification process and assists with retention issues involving the conversion of incomplete grades.

This position helps design, implement, and update the Graduate School website. They will manage document automation for the Graduate School and serve as the primary contact for document management. They will design templates and track documents in the university’s document management systems. This employee automates document approval processes, bulk sending, and creates reports of envelope and form data.

This position will assist with the hiring and professional development of postdoctoral researchers and provides administrative support for the Office of Postdoctoral Support. This position monitors the shared mailbox for the Office of Postdoctoral Support and serves as a point of contact for the Office of Human Resources, postdoctoral employees, and faculty mentors. This position maintains SOPs for the hiring of postdoctoral employees and updates the SharePoint site for the Office of Postdoctoral Support.

Minimum Education and Experience Requirements

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Preferred education, professional skills and experience

• Experience working in a high-paced administrative office environment in an institution of higher learning
• Experience working with a degree audit system and knowledge and understanding of degree requirements
• Experience with Banner, and PeopleAdmin
• Experience with survey-delivery software (e.g., forms, Qualtrics)
• Experience with Website design
• Experience with managing and designing automated forms and workflows in DocuSign and Softdocs

Required Certifications or licensure

None

FTE

FTE 1.0 FTE (40 hours per week)

Months Per Year

Months Per Year 12 Months

Work Days

Work Days Monday - Friday

Work Hours

Work Hours 8:00 a.m. - 5:00 p.m.

Type of Position

Type of Position Permanent

Anticipated Ending Date if Time-Limited

Position Number

Position Number 8075

Job Posting Date

Job Posting Date 10/05/2026

Posting Close Date

Posting Close Date 10/26/2026

Number of Openings

Special Notes to Applicants

PLEASE NOTE : This posting will close at 11:59PM (Eastern time) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application, including the ‘Work History’ section before you apply for this position. Applications must be submitted through the online application system to be considered.
This position is being recruited at the Advanced level. If no applicants apply who meet the required competency and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

EEO Statement

UNCW does not discriminate against any employee or applicant for employment because of his or her race, sex (such as gender, gender identity, marital status, childbirth, and pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, political affiliation, veteran status, military service member status, genetic information, or relationship to other university constituents – except where sex, age, or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for State funded employee benefit programs.

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. UNC Wilmington participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.