Administrative Support Associate - 2980

University of North Carolina Pembroke; Pembroke (NC); On-site; USD 37,000 - 40,000; Full time

Job summary

UNC Pembroke's Facilities Operations team seeks an Administrative Support Associate to manage data entry, billing reporting, and key control from the Work Control Center. The role supports campus facilities services and interacts with faculty, staff, students, vendors, and contractors.

Responsibilities include using CMMS for equipment records, coordinating billing with departments, and maintaining accurate records while handling multiple admin duties in a high-volume environment.

Qualifications

• High school diploma or equivalent required.
• 5–10 years of experience preferred in facilities/administrative roles.
• Valid driver's license required by statute or regulation.

Responsibilities

• Serve as primary administrative contact for Facilities Operations & Maintenance.
• Data entry, recordkeeping, and reporting for internal/external billing.
• Manage issuance, tracking, and return of facility keys and access.
• Download, review, organize campus work requests and distribute to trades.
• Develop recurring and ad hoc reports for leadership and planning.

Skills

Data entry

Reporting

Customer service

Billing

Inventory management

Education

High school diploma or equivalent

Tools

CMMS

Job description

Administrative Support Associate - 2980

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

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 Details

• Division: Finance and Administration
• Department: Facilities Operations
• Working Title: Processing Assistant
• 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: 1
• Position Overall Competency Level: J
• Recruitment Range: $36,894 - $40,000
• Anticipated Hiring Range: $40,000
• Position #: 2980
• FLSA Status: Non-Exempt
• Months per year: 12
• Work Schedule =e.g. 8-500: 8:00 a.m. - 5:00 p.m.
• Work Schedule Type: First Shift
• Is this a grant funded position?: No
• Primary Purpose of Organization Unit: Under the supervision of the Assistant Vice Chancellor for Facilities, Facilities Management comprises of two departments - Facilities Operations; and Facilities Planning and Construction. The primary mission is delivering required services, financial oversight, and providing a liaison with appropriate Federal, State, and local agencies on matters related to planning, constructing, operating and maintaining the physical campus environment. Facilities Management strives to provide a safe, clean, accessible, and attractive environment which enhances the abilities of academic and administrative departments to provide a personalized education experience.
• Primary Purpose of Position: This critical position serves within Facilities Operations and Maintenance Department in an Administration role. and stationed at the Pinchbeck Work Control Center. This position is primarily responsible for data entry and reporting involving internal and external billing. Billing includes but is not limited to invoicing for vehicle use, travel charges, fuel consumption, bus travel, work orders, etc. Position manages university equipment inventory. Downloads campus work requests and provides reports utilizing the Computerized Maintenance Management System. Position is first line to the public for Facilities Operations and Maintenance which includes but is not limited to campus faculty, staff and students, designers, engineers, contractors and other visitors. Position performs this duty by way of in-person interaction, phone and email. Position issues keys to requestors and ensures all keys are returned and accounted for before COB. Position is a backup for requisitions and P Card allocations.
• Job Description: Serve as the primary administrative point of contact and first line of communication for Facilities Operations and Maintenance, providing professional customer service to faculty, staff, students, designers, engineers, contractors, vendors, and campus visitors in person, by telephone, and via email. Operate from the Work Control Center and coordinate visitor inquiries by directing individuals to appropriate parking areas, facilities, departments, and personnel. Manage the issuance, tracking, and return of facility keys, maintaining accurate accountability and ensuring all issued keys are returned and reconciled by the close of business. Perform data entry, recordkeeping, reconciliation, and reporting for internal and external billing associated with Facilities services, including vehicle usage, travel charges, fuel consumption, bus transportation, work orders, and other billable activities. Coordinate billing activities with multiple university departments, user groups, Accounts Payable, and other stakeholders while supporting the Facilities Budget Officer with financial processing and documentation. Utilize the university's Computerized Maintenance Management System (CMMS) to maintain and manage equipment inventory and related facilities records. Download, review, organize, and distribute campus work requests to appropriate Facilities trade groups to support timely assignment and completion of maintenance activities. Develop and maintain recurring and ad hoc reports on work requests, equipment, services, billing, and departmental activities to provide Senior Facilities Leadership with accurate operational information for planning, analysis, and informed business decisions. Provide backup administrative support for purchasing activities, including requisitions and P-Card allocations, utility billing, ensuring transactions are processed accurately and in accordance with university procedures. Maintain a high level of confidentiality, accuracy, organization, and professionalism while managing multiple administrative, financial, customer-service, and operational responsibilities in a high-volume work environment.
• Management Preference: 5 - 10 years of experience
• Lic or Certification required by statute or regulation: Valid Drivers License

Posting Information

• Job Opening Date: 09/16/2026
• Job Closing Date: 10/01/2026
• Posting Category: Administrative Support
• Posting Number: SPA00757

Special Instructions to Applicants

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.

Applicant Documents

Required Documents

Optional Documents

1. CV/Resume
2. Cover Letter
3. Other Document

Posting Specific Questions

1. How did you hear about this employment opportunity?
   • Agency Referral
   • American Librarian Association (ALA)
   • Association of Fundraising Professionals
   • BlacksInHigherEd.com
   • Career Builder
   • Chronicle of Higher Education
   • Cosida
   • CUPA HR
   • Disabled in Higher Ed
   • Disability Website (Other)
   • Educause
   • Glassdoor
   • HigherEdJobs
   • Indeed
   • Inside Higher Ed
   • Journal of Blacks in Higher Education
   • LinkedIn
   • Monster
   • NACUBO
   • NativeAmericansInHigherEd.com
   • Native Hire
   • NCAA Market
   • NC Works Online / One Stop Center
   • Newspaper
   • Personal Referral
   • Placement Exchange
   • SACUBO
   • Society of Human Resources Management (SHRM)
   • StudentAffairs.com
   • UNC Collaborative Website
   • UNC Pembroke Online Employment System
   • Veterans Advantage Jobs & Career Network
   • Veteran Website (Other)
   • VeteransInHigherEd.com
   • Vocational Rehab
   • Women in Higher Education
   • Website - Other
2. Do you possess a valid driver's license? If so, please list date of issuance and date of expiration on your application.
   • yes
   • no
3. How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
4. Have you worked in a higher education environment before? If so, for how long and in what capacity?

   (Open Ended Question)