Administrative Support Associate - 2980

University of North Calorina Pembroke; Pembroke (NC); Hybrid; USD 37,000 - 40,000; Full time

Job summary

UNC Pembroke is seeking a Processing Assistant to support Facilities Operations and Maintenance from the Pinchbeck Work Control Center. You will handle data entry, invoicing, and reporting for internal and external billing, and manage university equipment inventory.

The role requires strong administrative skills, attention to detail, and the ability to interact with campus staff, vendors, and visitors. This is a full-time, on-site position located at UNC Pembroke, with a 12-month schedule.

Qualifications

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

Responsibilities

• 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.

Education

High school diploma or equivalency

Job description

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 Finance and Administration

Department

Department Facilities Operations

Working Title

Working Title Processing Assistant

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 - $40,000

Anticipated Hiring Range

Anticipated Hiring Range $40,000

Position #

Position # 2980

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

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

Required Documents

• CV/Resume
• Cover Letter
• Other Document

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * 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
• * Do you possess a valid driver's license? If so, please list date of issuance and date of expiration on your application.
  • yes
  • no
• * How many years of experience do you have in this type of position?
  • 0-1
  • 1-3
  • 3-5
  • 5-7
  • 7+
• * Have you worked in a higher education environment before? If so, for how long and in what capacity?

  (Open Ended Question)