Administrative Support Specialist

NCCU Public Administration

Durham (NC)

On-site

USD 35,000 - 55,000

Full time

34 hours ago

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Job summary

NCCU Public Administration in Durham, NC seeks an Administrative Support Specialist to provide specialized administrative and operational support to the department. The role involves processing financial, purchasing, travel, personnel, and hiring transactions, maintaining records, and coordinating office workflows.

You will support student records, course scheduling, accreditation, assessment, and departmental meetings, while working closely with the Department Chair and faculty to ensure

Qualifications

Ability to interpret and apply policies and procedures.
Ability to compile, verify, organize, and report information.
Proficiency with Word, Excel, and Outlook.
Experience with Banner and student-information systems.
Strong multitasking, prioritization, and problem solving.
Clear and professional communication with diverse constituents.
Handle confidential information in accordance with policy.

Responsibilities

Process and monitor financial, purchasing, travel, personnel, and hiring transactions.
Maintain and reconcile administrative and student records.
Prepare reports and documents; support faculty and departmental activities.
Support student records, registration, accreditation, and assessment; course scheduling.
Support departmental meetings and events; assist with faculty activities.
Coordinate administrative processes across the department.

Skills

Office administration

Records management

Prioritization

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Banner

Document management systems

Enterprise administrative systems

Job description

Posting Details

Position/Classification Title Administrative Support Specialist Working Title Administrative Support Specialist Competency Level Advanced Position Number 100052 Salary Grade Equivalent 63 FLSA Non-Exempt Appointment Type Permanent - Full Time FTE 1 = 40 hours/week, 12 months If time limited, duration date Department Hiring Range $34,602 - $55,000 EEO-1 Category Professionals SOC Code 43-9061 - Office Clerks, General

Position Overview

Be an Eagle - Where Purpose Takes Flight!

Are you ready to make an impact? At North Carolina Central University (NCCU), we are more than an institution - we are a community rooted in a legacy of excellence and transformation. A historically Black university located in Durham, North Carolina, also known as 'The City of Medicine', NCCU has been a cornerstone of education since 1910, fostering innovation and progress.

Join our team and enjoy a comprehensive benefits package and exclusive perks designed to support your work‑life balance. At NCCU, your professional growth will be nurtured, and your contributions will help shape the future for our students and the community we serve. Become part of a legacy that drives change and achievement.

An opportunity awaits you at NCCU, where your purpose can take flight.

Visit NCCU.edu.

Primary Function of Organizational Unit

The Department of Public Administration prepares students for ethical, effective leadership and service in public, nonprofit, and related organizations through graduate education, applied and scholarly research, professional engagement, and service. The Department administers North Carolina Central University’s NASPAA-accredited Master of Public Administration (MPA) program through Traditional and Executive program pathways and supports professional, community, and public‑service engagement consistent with the mission of the University.

Primary Purpose of Position

The primary purpose of this position is to provide specialized administrative and operational support to the Department of Public Administration. The position applies specialized knowledge of departmental and University policies, procedures, information systems, and administrative processes to process information and transactions, maintain records, communicate requirements, and support efficient departmental operations.

The position processes and monitors financial, purchasing, travel, personnel, and hiring transactions; maintains and reconciles administrative and student records; supports faculty and departmental activities; prepares reports and documents; and coordinates administrative processes. The position also provides support for student records and registration, accreditation, assessment, course scheduling, faculty activities, departmental meetings and events, and other Public Administration program operations.

The position works collaboratively with the Department Chair, faculty, departmental staff, and University administrative offices to ensure assigned responsibilities are completed accurately and timely in accordance with established policies, procedures, approvals, and operational guidelines.

Required Knowledge, Skills, And Abilities

Working knowledge of administrative office practices, records management, and specialized administrative processes, with the ability to interpret and apply University and departmental policies and procedures.
Ability to compile, verify, organize, maintain, reconcile, and report information from multiple sources and maintain accurate electronic and physical records.
Ability to use office technology, spreadsheets, databases, document‑management platforms, and enterprise administrative systems; proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
Ability to accurately and confidentially process authorized student‑record and academic‑administrative actions using Banner and other student‑information systems.
Ability to identify and resolve routine administrative problems, exercise sound judgment, establish priorities, manage multiple assignments and deadlines, and determine when matters require referral or additional guidance.
Ability to communicate clearly and professionally, explain established policies and procedures, prepare and edit administrative documents and reports, and work effectively with diverse internal and external constituents.
Ability to handle confidential and sensitive personnel, student, financial, and departmental information appropriately and in accordance with applicable policies and requirements.

Minimum Education/Experience

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Pre-Employment Requirements

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application.
Applicants seeking Veteran’s Preference must attach a DD 214 form or those seeking National Guard Preference must attach as NG23A form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting.
Final candidates are subject to criminal background checks, and education/license verification prior to employment.
North Carolina Central 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.

Equal Opportunity Employer

North Carolina Central University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.

Work Hours

Monday - Friday 8-5 Position required to work during periods of adverse weather or other emergencies No Campus Security Authority Designated Position No Work Location Fully On‑site (dedicated office at Duty Station)

Key Responsibilities and Related Competencies

Required Competency Knowledge - Program Duties

Develops and applies specialized knowledge of Department of Public Administration programs, operations, policies, procedures, and University administrative requirements.
Provides information and administrative assistance to faculty, staff, students, University offices, and external constituents regarding established departmental and University processes.
Coordinates departmental administrative activities, recurring deadlines, faculty support, meetings, events, accreditation and assessment requirements, course scheduling, and other program operations.
Interprets established procedures and identifies the appropriate administrative process or University office for specific requests.
Provides administrative support for student and academic processes, including authorized registration and records actions.
Refers academic advising, degree‑plan decisions, exceptions requiring academic judgment, recruitment, student‑success decisions, and other substantive program‑management matters to the appropriate faculty or staff.

Required Competency Information/Records Administration Duties

Compiles, maintains, organizes, reviews, and retrieves electronic and printed departmental and student administrative records.
Maintains records related to personnel actions, faculty credentials, adjunct and Graduate Assistant appointments, faculty searches, budgets, purchasing, travel, Foundation activities, accreditation, assessment, curriculum, meetings, and student administrative processes.
Processes authorized student‑record and academic‑administrative actions in Banner and other University systems in accordance with established policies, procedures, and approvals.
Implements approved registration overrides, permits, enrollment actions, faculty advisor updates, program or student‑record changes, and other authorized student‑record transactions.
Reviews student and departmental records and supporting documentation for completeness and accuracy and verifies required approvals before processing actions.
Tracks requests and approvals through completion, identifies discrepancies or incomplete transactions, and coordinates corrections with the Registrar, Graduate Studies, academic advisors, faculty, departmental staff, and other appropriate University offices.
Supports accreditation and departmental assessment activities through evidence collection, records organization, document maintenance, deadline tracking, and preparation of administrative materials.

Required Competency Office Technology Duties

Uses office technology and University information systems, including Banner, EaglesApps, PeopleAdmin, EPAF, Eagles Purch, Chrome River, Foundation financial systems, OneDrive/SharePoint, Microsoft Office, Zoom, and University website/content‑management systems, to process administrative work, maintain records, monitor transactions, and prepare documents and reports.
Develops and maintains spreadsheets, databases, electronic files, and tracking tools to organize departmental information and monitor administrative processes.
Uses appropriate software and information systems to compile, verify, reconcile, and report departmental information accurately.
Uses Banner and other student‑information systems to implement authorized student administrative actions, maintain accurate records, monitor transactions, and support registration and academic administrative processes.
Provides administrative and systems support for course scheduling, faculty teaching assignments, room scheduling, personnel processes, financial transactions, and other departmental activities as assigned.

Required Competency Problem Solving Duties

Identifies and resolves routine administrative and operational issues by reviewing relevant information and applying established University and departmental policies, procedures, and guidelines.
Processes and monitors departmental administrative activities, including budget and financial transactions, purchasing, travel and Chrome River processes, EPAFs and personnel actions, adjunct and faculty overload processing, Graduate Assistant hiring, PeopleAdmin transactions, faculty searches, faculty credential documentation, Foundation transactions, inventory/property processes, and related departmental operations.
Tracks transactions and administrative requests through completion and identifies missing documentation, discrepancies, delays, or procedural issues requiring follow‑up.
Coordinates with appropriate University offices to resolve routine issues and obtain additional guidance or approvals when necessary.
Refers matters involving management decisions, exceptions to established procedures, or higher‑level policy interpretation to the Department Chair or appropriate University administrator.

Required Competency Communication - Verbal/Written Duties

Communicates clearly and professionally with students, faculty, staff, administrators, applicants, vendors, alumni, community partners, and other internal and external constituents.
Explains established departmental and University procedures, responds to routine inquiries, and obtains or clarifies information needed to complete administrative processes.
Refers complex or specialized matters to the appropriate faculty, administrator, or University office when necessary.
Prepares, reviews, and edits correspondence, reports, forms, meeting materials, presentations, announcements, web content, and other departmental documents.
Organizes information and adapts written and verbal communication to effectively meet the needs of different audiences.
Provides administrative support for departmental meetings and events, including scheduling, agendas, supporting materials, technology arrangements, communications, and meeting records or minutes as assigned.
Handles confidential and sensitive personnel, student, financial, and departmental information in accordance with applicable policies and requirements.

Required Competency Other Duties as Assigned Duties