Administrative Support Associate - 2707

University of North Calorina Pembroke; Pembroke (NC); On-site; USD 37,000 - 38,000; Full time

Job summary

UNC Pembroke is seeking an Administrative Secretary in the Thomas College of Business and Economics to provide essential support to the Associate Dean, Department Chairs, and Passport Program. This full-time, 12-month, non-exempt position reports to college leadership and supports student and faculty needs with front-desk duties and communications.

The role requires coordinating schedules, travel, and records, while assisting with college events and meetings.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative support or front-desk duties preferred.
• Strong communication and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serves as primary point of contact for the department by answering calls, emails, and visitors.
• Provides administrative support to the Dean, Department Chairs, and staff.
• Coordinates travel arrangements and other routine administrative tasks.
• Maintains and processes records, scheduling, and meeting logistics.
• Assists with Passport Program activities and program documentation.
• Maintains confidentiality and assists with course scheduling entries.

Skills

Customer service

Communication

Multitasking

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Banner system

EMS

Job description

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Please see Special Instructions for more details.

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.
UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.

Position Information

Division

Division Academic Affairs

Department

Department Thomas College of Business and Economics

Working Title

Working Title Administrative Secretary - 2707

Vacancy Type

Vacancy Type Probationary Permanent Full Time

Min T/E Requirements

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

FTE

FTE 1

Position Overall Competency Level

Position Overall Competency Level J

Recruitment Range

Recruitment Range $36,894 - $38,262

Anticipated Hiring Range

Anticipated Hiring Range $38,262

Position #

Position # 2707

FLSA Status

FLSA Status Non-Exempt

Months per year

Months per year 12

Work Schedule =e.g. 8-500

Work Schedule =e.g. 8-500 8:00 a.m. - 5:00 p.m.

Work Schedule Type

Work Schedule Type First Shift

Is this a grant funded position?

Is this a grant funded position? No

If yes, please indicate the end date of the grant.(if applicable)

n/a

Primary Purpose of Organization Unit

The College of Business and Economics changes lives through education. It prepares students for careers in accounting, economics, entrepreneurship, finance, international business, management, marketing, financial services and supply change management.

Primary Purpose of Position

Supports the Associate Dean, Department Chairs, and the Passport Program in the College of Business and Economics by interacting with students, Business faculty and others.

Student Support and Faculty Assistance (45%)

Go Beyond 2031 – Pillar 1: Student Success

• Serves as the primary point of contact for the Thomas College of Business and Economics by answering, screening, and directing telephone calls, emails, and visitors.
• Provides exceptional customer service to students, prospective students, parents, faculty, staff, alumni, employers, and external constituents, directing inquiries to the appropriate university offices when necessary.
• Provides guidance to students regarding university procedures, including academic requirements, registration, drop/add, withdrawals, and referral to appropriate campus resources.
• Assists with faculty personnel processes, including onboarding of new faculty and related documentation to support continuity of instruction and student success.

Go Beyond 2031 – Pillar 2: Employee Success

• Provides administrative support to the Dean, Department Chairs, faculty, and college leadership in the daily operation of the College.
• Coordinates travel arrangements, hotel accommodations, procurement requests, and other administrative activities in accordance with university policies.
• Coordinates with publishers and vendors regarding instructional materials, supplies, and departmental needs.
• Assists with supervision and training of student employees and work-study students, as assigned.

Go Beyond 2031 – Pillar 3: Community Engagement

• Assists with planning and coordinating meetings, workshops, special events, advisory board meetings, recognition ceremonies, and other college activities. Work outside normal business hours may occasionally be required.
• Coordinates logistics and administrative support for guest speakers, advisory board members, alumni, employers, and community partners participating in College activities.

Go Beyond 2031 – Pillar 4: Institutional Excellence

• Receives, sorts, and distributes incoming mail and deliveries for the College.
• Maintains professional communications and administrative processes that support the efficient operation of the College.
• Performs other duties as assigned by the Dean.

Passport Program Support (35%)

Go Beyond 2031 – Pillar 1: Student Success

• Provides administrative support for the Passport to Professional Success Program.
• Assists with student participation tracking, communications, scheduling, reporting, and documentation.
• Coordinates logistics for Passport programming, workshops, and events.
• Assists students, faculty, and staff with Passport-related questions and processes.
• Maintains Passport records and assists with data collection and reporting.

Go Beyond 2031 – Pillar 2: Employee Success

• Supports faculty and staff participating in Passport programming and related student engagement initiatives.

Go Beyond 2031 – Pillar 3: Community Engagement

• Assists with coordinating Passport activities involving employers, alumni, and community partners.

Go Beyond 2031 – Pillar 4: Institutional Excellence

• Supports continuous improvement initiatives related to the Passport Program.
• Assists in maintaining accurate Passport records and documentation to support institutional reporting and assessment.

Reports and Records (10%)

Go Beyond 2031 – Pillar 1: Student Success

• Processes registration overrides and other student record transactions as directed by the Dean or college leadership.
• Tracks faculty advising assignments and assists students in identifying their assigned advisors.
• Assists with prerequisite notifications and administrative course drops as directed.

Go Beyond 2031 – Pillar 2: Employee Success

• Records minutes for college meetings and prepares them for review, approval, and distribution.
• Assists in preparing reports, spreadsheets, correspondence, and other administrative documents supporting College operations.

Go Beyond 2031 – Pillar 4: Institutional Excellence

• Maintains confidentiality of student, faculty, staff, and university records in accordance with university policies and applicable regulations.
• Enters and maintains course scheduling information and related academic data within university scheduling systems.
• Assists with course scheduling entry, revisions, and maintenance of scheduling records.

File Maintenance (5%)

Go Beyond 2031 – Pillar 2: Employee Success

• Collects, organizes, and maintains course syllabi and other academic records.
• Compiles student evaluation reports, distributes results to faculty, and maintains confidential files.
• Tracks textbook adoptions and communicates submission deadlines to faculty.

Go Beyond 2031 – Pillar 4: Institutional Excellence

• Maintains departmental files, forms, records, and electronic document repositories in accordance with university record retention guidelines.

Facilities Management (5%)

Go Beyond 2031 – Pillar 1: Student Success

• Coordinates maintenance requests for classrooms, offices, conference rooms, laboratories, and instructional equipment to ensure an effective learning environment.

Go Beyond 2031 – Pillar 2: Employee Success

• Maintains office and instructional supplies for faculty and staff.
• Assists with building access and key distribution in accordance with university procedures.

Go Beyond 2031 – Pillar 3: Community Engagement

• Coordinates room reservations and event scheduling through the university scheduling system (EMS) for College meetings, programs, and community events.

Go Beyond 2031 – Pillar 4: Institutional Excellence

• Maintains departmental bulletin boards and approves postings in accordance with university guidelines.
• Monitors printers, copiers, audiovisual equipment, and other office technology to ensure operational readiness.
• Assists with maintaining the College’s electronic display boards and other approved communication platforms.

Technological Skills

Supports All Four Go Beyond 2031 Strategic Pillars

• Demonstrates proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Banner, EMS , and other university administrative systems.
• Utilizes technology to maintain records, prepare reports, communicate effectively, and support college operations.
• Learns and effectively uses new software applications and technologies adopted by the University and College.
• Utilizes approved AI-enabled technologies and digital tools, where appropriate, to improve operational efficiency, data management, communication, and customer service while maintaining data privacy and institutional security.

Preference will be given to candidates who possess excellent written and verbal communication skills and who consistently demonstrate the highest standards of professionalism, integrity, discretion, and confidentiality while exercising sound judgment in handling sensitive information. Successful candidates will demonstrate initiative, self-discipline, adaptability, and the ability to work independently with minimal supervision while effectively managing multiple priorities in a fast-paced academic environment. Preference will also be given to individuals with exceptional organizational and customer service skills and the ability to collaborate effectively with faculty, staff, students, administrators, alumni, employers, and other external constituents.

Experience with university administrative systems, including Banner or similar enterprise information systems, is highly desirable. Preference will also be given to candidates who demonstrate proficiency with Microsoft Office 365 applications (Outlook, Word, Excel, PowerPoint, Teams), electronic document management systems, and other business productivity software. Candidates should possess the ability and willingness to quickly learn and effectively utilize emerging technologies, including University-approved artificial intelligence (AI) tools, to enhance operational efficiency, communication, reporting, data management, and customer service while maintaining institutional data privacy, confidentiality, and security.

Lic or Certification required by statute or regulation

Required Documents

• C V/Resume
• Cover Letter

Optional Documents

• Other Document

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
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