Administrative Support Spec

North Carolina A&T State University

North Carolina

Hybrid

USD 43,000 - 51,000

Full time

10 days ago

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Benefits offered by this job

Accrued Vacation and Sick Leave for‑E

Community Service Leave

Aetna – State Health Benefits of North

NCFlex – Vision, Dental, Flexible

12 Paid Holidays

TSERS

401k, 403b, 457

EAP

Campus Recreation Center Discount

University Bookstore Discount

Job summary

North Carolina A&T State University is seeking an Administrative Support Specialist to perform financial and administrative duties in a dynamic office setting. The role includes data verification, reporting, and records management, with opportunities for remote or hybrid work in line with university policy.

The position emphasizes budget administration, data analysis, and collaboration with faculty and staff in the Mechanical Engineering department and related units.

Qualifications

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
3-5 years of related office experience with a focus on financial/administrative management and record keeping.
Bachelor’s Degree or equivalent combination of training and experience.

Responsibilities

Performs a range of financial and business-related duties including accounting, budgeting, auditing, and grants administration.
Develops and composes presentation materials for the Chair in various settings and communicates with staff and stakeholders.
Maintains department information, prepares reports, and manages student and faculty records in the unit.

Education

Bachelor’s Degree or equivalent combination of training and experience

Job description

Final candidates are subject to criminal and sex offender background checks.

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 available to NC A & T permanent employees include the following and more;

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

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.

Classification Information

Position/Classification Title

Administrative Support Spec

Classification Type

Classification Type SHRA

Position required to work during periods of adverse weather or other emergencies:

N - Not Mandatory

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

3-5 years of related office experience with a focus on financial/administrative management and record keeping. Bachelor’s Degree or equivalent combination of training and experience.

Required License or Certification

Position Overview

Primary Purpose of Position

The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information or financial data, records management, claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures.

Primary Function of Organizational Unit

N.C. A&T is a public, land-grant, doctoral research institution and has been the largest historically Black university in the country for the past decade. With an enrollment of 14,311 students in Fall 2024, the university offers 59 undergraduate degree programs, 36 master’s programs, and 12 doctoral programs. It is America’s top producer of Black graduates in Engineering and Agricultural Science bachelor’s programs, as well as a top five producer in numerous additional disciplines, including Liberal Arts and Communications/Journalism. It also ranks no. 3 in master’s degrees awarded to Black graduates in Engineering Technologies and Related Fields, no. 4 in master’s degrees in Engineering, and no. 11 best business school for women in the nation.
Nationally recognized for its leadership and excellence in STEM education and research, N.C. A&T is classified as “R2-High Research Activity” in the Carnegie Classifications and is poised to achieve “R1-Very High Research Activity” status. It also holds Carnegie’s earned credential in Community Engagement and the Association of Public and Land-Grant Universities ( APLU ) Innovation and Economic Prosperity designation. With an annual economic impact of $2.4 billion, N.C. A&T plays a vital role as a higher-education economic driver in North Carolina’s Piedmont Triad region and across a state that is ranked No. 1 in the nation for the second straight year as “best for business” by the CNBC financial network.
The College of Engineering ( COE ), with over 2,500 students, has 5 Doctoral programs, 8 Masters of Science Degree programs, and EAC ABET accredited undergraduate programs in Architectural, Bio-, Biological, Civil, Chemical, Computer, Electrical, Industrial, and Mechanical Engineering, as well as a CAC ABET -accredited program Computer Science. The College’s focus is on cultivating leaders who excel in academics, innovation, and research; where the 5 research cluster areas of the COE are Autonomous Systems, Cybersecurity and Resilience, Energy and Sustainability, Healthcare Applications and Complex Systems and Networks. Additional information about the College and the University can be found at www.ncat.edu/coe.

The Mechanical Engineering Department at North Carolina A&T offers BS, MS, and doctoral degrees. The department’s quality educational programs, excellent faculty, and world class research attract students from all over the nation and the world. Additional information about the department can be found at: https://www.ncat.edu/coe/departments/me/

The Center for Advanced Materials and Smart Structures ( CAMSS ), under the MEEN Department, is a world-class Center conducting research and education on the production, processing (casting, extrusion, shear rolling, etc.), characterization (microscopy, corrosion, microtomography) and testing of biomedical metals, with a particular focus on highly engineered magnesium alloys.
CAMSS has extensive facilities for materials processing and continues to attract substantial federal funding, including a second NSF - ERC , and research support from AFRL , DOD , etc. Both graduate and undergraduate students are our primary focus where we mentor and train them in all facets of the research enterprise, from experimentation to data analysis, to theses/dissertations completion as well as publications and conference proceedings/posters.

Work Hours

Work Hours 8am - 5pm, Monday - Friday (may vary)

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency Financial Management - Budget

Duties

Performs a range of financial and business-related duties associated with specialized areas including accounting, budgeting, auditing, and grants administration. This includes accounts reconciliation, reporting financial and program data, financial projections, cash/receipts management, and facilities/inventory management. Also manages and tracks tracking income and expenses, recommends expenditures based on the needs of the work unit, tracks monthly expenses for many grants, works with faculty and scientists associated to propose budget allocations, set-up new award budgets, and monitors spending.

Required Competency

Duties

Develops and composes presentation materials and presentations for the Chair in a variety of settings. Anticipates the Chair’s needs to initiate written communication for review. Composes and/or generates correspondence assigned by the Chairperson or Directors (late fees for graduate students, letters to department donors, correspondences to students, etc.). Proofreads documents for errors, edits, coding corrections – where ensuring accuracy and professionalism is essential. Greets and positively interacts with all visitors (staff, faculty, administrators, vendors, students, parents, and everyone) courteously and with excellent customer service. Manages interactions with faculty, graduate and undergraduate students for departmental resources, scholarships and work study opportunities. Attends college level meetings and represents the department’s perspective regarding student issues and department protocol and procedures. Other responsibilities as assigned by the Chair.

Required Competency Information/Records Administration

Duties

Processes ISA forms for faculty and release-time forms, prepare packages for new hires of faculty and students. Opens and sorts the Chair’s mail; important items should be flagged and the responses planned with the Chairperson. Generates reports and data from the student information system for undergraduate students. Maintains important department information in electronic format. Prepares student handbooks, new and updated recruitment documents, and welcome packages to new students. Keeps faculty records up to date, and keeps requests for data from faculty current. Maintains student records. Provides annual reports and special reports as needed. Manages ISA , Graduate Contracts, H-1B documents that are submitted by the department. Other duties as assigned by the Chair.

Required Competency Problem Solving

Duties

Develops and revises work standards, internal operating policies, guidelines, and procedures that directly relate to the work unit. Able to take corrective action when problems occur. Able to analyze processes on a regular basis and make changes aimed at continual improvement. Supporting administrative activities as required including those in support of education and outreach, industrial collaborations, meetings, and reviews, and for internal and external stakeholders.
Applies excellent time management skills in prioritizing and scheduling work so that all assignments are completed in a timely manner. Works with units external to the Center to solve problems with faculty, students, payroll issues, class schedules, and other work assignments.

Required Competency Work Coordination/Planning

Duties

Assess work situations, needs, and requirements of office, researchers, staff, and students and provides recommendations. Develops and edits written documents and reports of information that usually span functional areas. Provides documentation to explain and support conclusions. Communicates information to individuals or groups. Actively listens and responds appropriately to others using the appropriate media. (e.g. phone, e-mail, etc.)

Required Competency Program Knowledge

Duties

Maintains an ongoing understanding of and accurately complies with practices and policies of the Mechanical Engineering Department, the College of Engineering, and the University. Coordinates with other departments within the College of Engineering and other units throughout the University such as, but not limited to, the Office of Sponsored Programs, Contracts and Grants, Admissions, Financial Aid, Graduate School, Human Resources, Procurement, etc. Stays abreast of University changes regarding financial research administration as well as University policies and procedures that have an impact on the department. Conducts other duties as assigned by the Supervisor.

Position Information

Working Title

Working Title Administrative Support Specialist

Competency Level Advanced

Position Number

Position Number 009052

Recruitment Range

Recruitment Range $43,206 - $50,831

FLSA

FLSA Non-Exempt

Appointment Type

Appointment Type Permanent - Full-time