Administrative Support Spec

North Carolina Agricultural & Technical State University; Greensboro (NC); On-site; USD 39,000 - 46,000; Full time

Benefits offered by this job

Accrued Vacation and Sick Leave for E

Community Service Leave

Aetna - State Health Benefits of North

Job summary

North Carolina A&T State University seeks an Administrative Support Specialist to handle payroll documents, budgeting, purchasing, and office management. You will support the department chair and faculty with data entry, calendar management, and reports. Strong communication and organizational skills are essential.

The role is based in Greensboro, NC with standard 8:00 am–5:00 pm hours, and may include remote/hybrid arrangements per policy.

Qualifications

• High school diploma or equivalent with 1 year of related office experience.
• Bachelor's degree and 2+ years in higher education or corporate admin (preferred).
• Experience with Banner Finance or similar information systems is a plus.

Responsibilities

• Drafts and submits payroll documents for staff and research assistants.
• Manage calendars, filing, data entry, and reporting for the department.
• Monitor budgets, purchases, vendor billing, and inventory.
• Assist with hiring and payroll documents, travel arrangements, and procurement.
• Coordinate with Chairperson and faculty on administrative tasks.

Skills

Payroll documents

Budget reconciliation

Office management

Banner Finance

Microsoft Word

Excel

PowerPoint

Outlook

AggieMart

Chrome River

ePAF

Education

High School Diploma or equivalent

Bachelor's degree (preferred)

Associate's degree in administration (alternative)

Tools

Banner Finance

AggieMart

Chrome River

ePAF

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Classification Information

Position/Classification Title: Administrative Support Spec

Classification Type: SHRA

Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory

Minimum Experience/Education: High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education: A bachelor's degree and at least two years of professional office experience in a higher education environment or corporate environment; or associate's degree in administration and at least five years of related professional office experience. Experience with Banner Student and Banner Finance, procurement and travel software and programs, or similar information systems; possess strong skills in Microsoft Office, especially Word, Excel, Outlook, and PowerPoint and production platforms to document announcements and advertisements. Excellent communication skills, analytical and organizational skills and the proven ability to interact with a variety of people in an effective and diplomatic and culturally sensitive manner. Ability to work independently, ability to anticipate tasks needs with foresight, as well as function successfully and effectively as part of a team.

Required License or Certification: (none)

Position Overview

This position is essential to the day to day operations of the Department of Family and Consumer Sciences. The position is critical to providing service to the department chair and faculty with funded projects. This position provides support such as answering multiple phone lines, filing, data entry, data management, monitoring of budgets, purchasing, assisting with hiring and payroll documents, monitoring inventory, office management, calendar management, and other functions critical to the success of the department.

The Department of Family and Consumer Sciences is one of four academic departments within the College of Agriculture and Environmental Sciences. The department offers Bachelor of Science degrees in three program areas with the following distinct specialty emphases: child development and family studies, child development, early education and family studies (birth-kindergarten licensure), consumer sciences, fashion merchandising and design, food and nutritional sciences (nutrition, health and wellness), food and nutritional sciences (food science), and food and nutritional sciences (nutrition). The department offers a Master of Science degree in food and nutritional sciences and a Doctorate of Philosophy degree in food science, nutrition, and health. Additionally, the department offers the Master of Arts in Teaching in family and consumer sciences education and child development and family studies (BK). Faculty members are actively engaged in research that contributes to the body of knowledge in the areas of nutrition, food science, housing, apparel, textiles and child and family education, services, and support.

Work Hours: 8:00 am - 5:00 pm

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies: (Not specified here; see remote/hybrid statement below.)

Position Details

Working Title: Administrative Support Spec

Competency Level: Advanced

Position Number: 009057

Recruitment Range: $39,000 - $45,834

FLSA: Non-Exempt

Appointment Type: Permanent - Full-time

FTE: 40 hours/week, 12 months

Organizational Division: Family & Consumer Sciences

Organizational Location: College of Ag & Environ Sciences

Organizational Unit: Family & Consumer Sciences

Key Responsibilities and Related Competencies

Information/Records Administration

• Drafts, verifies and submits payroll documents for faculty, staff and undergraduate and graduate research assistants.
• Takes appropriate action on correspondence/documents that requires follow-ups.
• Summarizes, compiles and tabulates narrative and numerical materials.
• Reviews and reconciles budget line item charges with the Chairperson.
• Retrieves materials for faculty members to prepare reports, proposals, manuscripts, and other related items.
• Researches information for purchase requests, bid quotations, procurement process, and travel arrangements.
• Processes purchases for faculty.
• Verifies and submits billing statements to Accounts Payable for payment to vendors.
• Verifies the current inventory listing of equipment with the Office of Property Management.
• Establishes and updates an alphabetical filing system of all departmental records and correspondence.
• Develops and verifies inventories of research equipment.
• Organizes and indexes office records and files for easy retrieval daily.
• Manages the calendar of the Department Chairperson, room reservations for activities/events, and lab use.

Office Technology

• Engage with multiple faculty in the department.
• Answer multiple phone lines.
• Effectively use the computer, copy machine, fax machine, lamination machine, and other technology-related equipment to complete assigned duties.
• Demonstrate proficiency in using Banner Finance, Microsoft Word, Excel, PowerPoint, Outlook, and other pertinent computer programs such as AggieMart for procurement, Chrome River for travel, and ePAF for personnel transactions.

Knowledge - Program

• Demonstrate clear understanding of university, school, department, and related government policies and procedures and applies this knowledge in performing work assignments and tasks.
• Serve as resource for department chair and faculty in conveying understanding of policies and procedures as they relate to academic, research and fiscal activities within the department.

Communication - Verbal/Written

• Provides information to faculty, staff , and advisory board members, as appropriate, pertaining to academic affairs, grant opportunities, and work needed by the Department Chairperson.
• Communicates effectively in person, by telephone and by electronic mail with on-campus personnel, the public, other institutions, state and federal agencies, nongovernmental organizations, and industries.
• Takes appropriate action in answering inquiries and questions independently and utilizes a variety of resources in acquiring information.
• Answers general inquires and questions with clarity about programs in the Department.
• Drafts and types letters, memorandums, purchase requests, travel requests and reconciliation reports, reimbursements, and completes these in a timely and proficient manner; types reports within 2-3 days with minimal error rate; establish and indexes general office files as well as files and records for related personnel actions, research projects, and other areas of responsibility.

Company Policies and Equal Opportunity Statement

North Carolina A&T State University 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. North Carolina A&T State University is an Equal Opportunity and Affir­mative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna - State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount
• and more

Remote or Hybrid Work Arrangement

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.