Administrative Support Associate

Winston Salem State University; Winston-Salem (NC); On-site; USD 33,540 - 54,555; Full time

Job summary

Winston-Salem State University's Department of Biological Sciences is seeking an Administrative Support Associate to manage a broad range of administrative and operational duties. The role supports the department chair, faculty, staff, and students, coordinating purchasing, travel, scheduling, records, and reporting.

Preference will be given to candidates with higher education experience and a biology or natural science background, or experience in a science-based academic environment.

Qualifications

• Minimum experience/education: High school diploma or equivalency; or demonstrated competencies.
• Preferred: associate’s or bachelor’s degree and higher education experience
• Experience with purchasing, travel, scheduling, and records management is desirable
• Proficiency with ERP systems and library/lab supply management is a plus

Responsibilities

• Coordinate the daily administrative operations of the Department of Biological Sciences.
• Serve as primary contact for faculty, students, visitors, and external stakeholders.
• Schedule meetings, interviews, events, and departmental activities; prepare reports and correspondence.
• Develop and maintain office procedures to improve efficiency and continuity.
• Monitor budgets and process purchasing, travel, and reimbursements.

Skills

Customer service

Communication

Time management

Problem solving

Organization

Education

High school diploma or equivalency

Associate's or Bachelor's degree preferred

Tools

Microsoft Office 365

Ellucian Banner

Job description

Administrative Support Associate

The Department of Biological Sciences at Winston-Salem State University invites applications for an Administrative Support Associate. The department is one of the University's largest undergraduate teaching units, serving biology majors, students in STEM and health sciences programs, and those completing general education requirements. The Administrative Support Associate serves as the department's primary administrative and operational support professional, coordinating a broad range of academic, financial, personnel, and operational functions. Preference will be given to candidates with experience in higher education and a background in biology, another natural science, or a science-based academic environment.

Position Summary

Join the Ramily! Winston-Salem State University (WSSU) is a distinguished institution that combines academic excellence, community engagement, and a commitment to fostering student success. We are proud to be North Carolina's only university to earn the distinguished designation of Opportunity College by the Carnegie Classifications of Higher Education and the American Council on Education (ACE). WSSU is dedicated to preparing students for leadership roles through rigorous programs in health sciences, business, education, and the humanities. Known for its supportive environment, the university fosters a close-knit community that nurtures both professional and academic excellence.

Situated in Winston-Salem, North Carolina—known as the city of arts and innovation—WSSU provides students with opportunities to engage in a dynamic mix of professional, social, and cultural experiences. Winston-Salem is home to thriving arts, healthcare, and technology sectors, offering both students and faculty unique collaboration opportunities and professional development pathways.

With its beautiful campus, strong sense of community, and dedication to fostering personal and professional growth, Winston-Salem State University is an ideal place to teach, work, and learn.

Responsibilities

• Coordinate the daily administrative operations of the Department of Biological Sciences and provide support to the department chair, faculty, staff, and students.
• Serve as the primary point of contact for faculty, students, visitors, and external stakeholders, respond to inquiries, and refer complex issues to the department chair.
• Schedule meetings, interviews, events, and departmental activities; prepare reports and professional correspondence.
• Develop and maintain office procedures that improve efficiency and continuity of operations.
• Coordinate personnel actions, onboarding activities, and faculty support processes, and serve as the liaison between the department and Human Resources, Academic Affairs, Finance, Purchasing, Facilities, Information Technology, and other university offices.
• Process departmental purchasing, procurement, and vendor payments.
• Manage departmental P-Card transactions and reconciliations.
• Monitor departmental budgets and reconcile Banner financial reports.
• Process travel authorizations and reimbursements.
• Coordinate contracts, service agreements, and equipment purchases while ensuring compliance with university policies.
• Coordinate faculty searches, meetings, special events, and departmental initiatives.
• Support instructional and laboratory operations through coordination of administrative processes.
• Maintain confidential personnel, financial, purchasing, and student records.
• Assist with documentation for assessment, accreditation, annual evaluations, and other university reporting requirements.

Key Competencies and Duties

• Financial Management - Budget (25%)
  • Processes departmental purchasing, procurement, and vendor payments.
  • Manages departmental P-Card transactions and reconciliations.
  • Monitors departmental budgets and reconciles Banner financial reports.
  • Processes travel authorizations and reimbursements.
  • Coordinates contracts, service agreements, and equipment purchases while ensuring compliance with university policies.
• Planning and Organizing Work (25%)
  • Coordinates the daily administrative operations of the Department of Biological Sciences.
  • Provides administrative support to the department chair, faculty, staff, and students.
  • Establishes priorities and coordinates multiple projects and deadlines simultaneously.
  • Schedules meetings, interviews, events, and departmental activities.
  • Develops and maintains office procedures that improve efficiency and continuity of operations.
• Communication – Verbal / Written (10%)
  • Serves as the primary point of contact for faculty, students, visitors, and external stakeholders.
  • Responds to inquiries and provides guidance regarding departmental and university procedures.
  • Prepares correspondence, reports, and other administrative documents.
  • Communicates professionally with university offices and external vendors.
• Coordination – Work (20%)
  • Coordinates personnel actions, onboarding activities, and faculty support processes.
  • Serves as the liaison between the department and Human Resources, Academic Affairs, Finance, Purchasing, Facilities, Information Technology, and other university offices.
  • Coordinates faculty searches, meetings, special events, and departmental initiatives.
  • Supports instructional and laboratory operations through coordination of administrative processes.
• Information / Records Administration (15%)
  • Maintains confidential personnel, financial, purchasing, and student records.
  • Prepares reports and maintains departmental databases.
  • Ensures compliance with university record retention policies.
  • Assists with documentation for assessment, accreditation, annual evaluations, and other university reporting requirements.
• Problem Solving (5%)
  • Independently resolves routine administrative and operational issues.
  • Researches university policies and procedures to determine appropriate actions.
  • Identifies process improvements that enhance departmental efficiency.
  • Refers complex issues to the department chair.

Eligibility and Compliance

• A criminal background check will be conducted on the candidate finalist prior to the offer of employment.

Contact Information

Contact Human Resources at [e-mail]. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834.

Position Information

• Position Number: 110942
• Competency Level: Journey
• Working Position Title: Administrative Support Associate
• Building and Room No.: WB Atkinson Science Building, Room 414
• Work Hours: 8 am - 5 pm, Monday - Friday
• Hours per week: 40
• Months per year: 12
• Appointment Type: Permanent Full-Time
• If Time Limited: No
• Appointment Length: 12

DHR Assigned Fields

• FTE: 1

Requirements and Preferences

• Minimum Experience/Education: High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
• Preferred Years Experience, Skills, Training, Education
  • Three or more years of progressively responsible administrative support experience, preferably in higher education or a similarly complex organizational environment.
  • Associate's degree or bachelor's degree is preferred.
  • Preference will be given to candidates with a degree or coursework in biology or another natural science, or experience working in a science or laboratory-based academic environment.
  • Experience supporting financial, personnel, purchasing, travel, scheduling, and records management functions.
  • Experience with purchasing scientific or laboratory supplies and equipment.
  • Proficiency with Microsoft Office 365 applications.
  • Experience using enterprise resource planning (ERP) systems such as Ellucian Banner.
  • Strong organizational, communication, customer service, problem-solving, and time management skills.
  • Ability to manage multiple priorities and maintain confidentiality.
• Required License or Certification: N/A
• Valid US Driver's License: No
• Commercial Driver's License Required: No
• Physical Required: No

Posting Details

• Posting Number: SPA01050P
• Internal Posting Only: No
• Time Limited Position: No
• Appointment Length: (blank)
• State Salary Range: $33,540 - $54,455
• Internal Salary Range: $33,540 - $43,000
• Open Date: 07/31/2026
• Close Date: 08/20/2026
• Open Until Filled: No

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. References List