Administrative Support Specialist

NCCU Public Administration

Durham (NC)

On-site

USD 42,000 - 56,000

Full time

4 hours ago

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Benefits offered by this job

Accrued Vacation and Sick Leave

Health Benefits

TSERS Retirement

Job summary

North Carolina Central University in Durham, NC, is seeking an administrative professional to support the Psychology Department Chair and faculty. The role covers calendar management, correspondence, meetings, travel, course scheduling, and budget processing while safeguarding confidential records.

The successful candidate will coordinate events, supervise day-to-day office activities, and assist with recruitment and departmental reporting.

Qualifications

Excellent customer service and communication skills across students, faculty, staff, and the public.
Ability to manage multiple priorities and deadlines within two departments.
Proficiency with Banner or equivalent systems and MS Office applications.

Responsibilities

Provide administrative support to the Department Chair and faculty, including calendar management, correspondence, meetings, conferences, and travel.
Serve as primary departmental contact for students, faculty, staff, prospective students, parents, and the public regarding programs and services.
Support course scheduling, registration, enrollment, instructional documentation, Canvas, and faculty administrative needs.
Manage departmental fiscal and administrative activities, including budgets, purchasing, travel, reimbursements, and recordkeeping.
Assist with faculty recruitment, onboarding, and search activities; coordinate meetings, events, and other academic activities.
Maintain confidential student, faculty, personnel, and departmental records; prepare reports; support assessments and accreditation.

Skills

Customer service

Interpersonal skills

Oral communication

Written communication

Attention to detail

Multitasking

Flexibility

Evening/weekend availability

Banner knowledge

MS Office proficiency

Education

High school diploma or equivalent

Tools

Banner

Microsoft Office

Adobe Creative Suite

Job description

Please see Special Instructions for more details.

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.

Employee Benefits

Accrued Vacation and Sick Leave
Community Service Leave
NC State – Health Benefits
NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
11-12 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.

Posting Details

Position Information

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.

Employee Benefits

Accrued Vacation and Sick Leave
Community Service Leave
NC State – Health Benefits
NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
11-12 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.

Primary Function of Organizational Unit

The primary purpose of the Department of Psychology is to provide undergraduate and graduate students rigorous training in the understanding of human behavior using scientific methods, and to provide students with the competencies, knowledge and skills sufficient to: (1) qualify for graduate/doctoral studies in psychology and the behavioral sciences; and (2) qualify for a range of human service positions that require the application of psychological or behavioral science methods and skills.

Primary Purpose of Position

This position provides administrative support to the Department Chair and faculty, including calendar management, correspondence, meetings, conferences, and travel. Serves as a primary departmental contact for students, faculty, staff, prospective students, parents, and the public regarding academic programs and services. Supports course scheduling, registration, enrollment, instructional documentation, Canvas, and faculty administrative needs. Manages departmental fiscal and administrative activities, including budgets, purchasing, travel, reimbursements, and recordkeeping. Assists with faculty recruitment, appointment, onboarding, and search activities. Coordinates departmental meetings, events, workshops, orientations, and other academic activities. Maintains confidential student, faculty, personnel, and departmental records; prepares reports; and supports assessment, accreditation, program review, and other departmental initiatives. Performs other duties and special projects as assigned by the Department Chair.

Required Knowledge, Skills, And Abilities

Excellent customer service, interpersonal, oral, and written communication skills when interacting with students, faculty, staff, parents, patrons, administrators, and the public.
Strong attention to detail, organization, analytical skills, and the ability to manage multiple competing priorities across two departments.
Ability to plan, prioritize, and independently manage workflow, anticipate needs, take initiative, and complete assignments accurately and timely.
Ability to work effectively under pressure and maintain flexibility, including evening and weekend work for productions and special events.
Working knowledge of Banner or equivalent systems and proficiency with Microsoft Office applications, including Word, Excel, Access, and PowerPoint.
Basic to intermediate knowledge of Adobe Creative Suite, including graphic design, video editing, web development, and photography, as well as campus telecommunications and classroom technology systems.
Knowledge of budget and office management, financial and statistical document processing, payroll, travel, claims, budgeting, and program assessment.
Knowledge of event and meeting planning, student retention strategies, and post-secondary institutional and community resources.
Demonstrated problem-solving skills and ability to exercise sound judgment, discretion, and confidentiality.
Ability to work collaboratively and independently and interact effectively and diplomatically with diverse individuals and groups.

Minimum Education/Experience

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

Licenses or Certification required by Statute or Regulation

N/A

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 Yes Work Location Fully On-site (dedicated office at Duty Station)

Key Responsibilities and Related Competencies

Required Competency Communication-Oral Duties

Interprets University, college, and department policies and procedures to advise faculty on appropriate academic, financial, and production-related processes.
Handles sensitive personnel, student, casting, and enrollment matters with discretion and confidentiality.
Serves as a liaison between the departments and internal and external stakeholders, including Information Technology, the Dean’s Office, and other academic units.
Communicates departmental needs, facilitates coordination, and helps identify appropriate resolutions across organizational units.

Required Competency Knowledge - Program Duties

Applies substantive knowledge of the Psychology Department’s undergraduate and graduate programs, course offerings, curriculum requirements, and academic policies to respond to routine student and faculty inquiries and appropriately escalate complex matters.
Applies knowledge of course requirements, prerequisites, registration procedures, degree progression, and faculty responsibilities to support course scheduling, registration overrides, enrollment issues, and related academic matters.
Analyzes student, course, faculty, and departmental information in Banner, Canvas, and other systems to identify issues, provide accurate information, and support administrative and academic decision-making.
Applies University and departmental policies and procedures related to faculty recruitment, course scheduling, student services, academic records, travel, purchasing, and departmental operations.
Uses knowledge of the Department’s academic mission and programs to coordinate student events, faculty initiatives, recruitment activities, and other efforts that support student success and program objectives.
Interprets and organizes academic, administrative, and fiscal information to prepare reports, identify discrepancies, and support departmental planning and decision-making.
Maintains knowledge of applicable University policies, procedures, accreditation requirements, and academic standards affecting the Department of Psychology.
Resolves routine program-specific administrative issues independently and refers complex or policy-sensitive matters to the appropriate faculty member, Department Chair, or University office.

Required Competency Budgeting Duties

Administers and monitors departmental budget accounts and advises the Department Chair on the use and allocation of available funds.
Reviews expenditures, account balances, and projected expenses to identify budget needs, discrepancies, and potential funding concerns.
Processes travel, purchasing, reimbursement, stipends, student-worker payments, and other financial documents, ensuring proper account coding and compliance with University policies.
Monitors departmental spending throughout the fiscal year and advises the Department Chair on funding needs, spending patterns, and competing priorities.
Reviews funding requests for faculty travel, conferences, student programs, events, supplies, and other academic activities and provides recommendations based on available resources.
Coordinates with the College Business Manager and University offices to resolve budget discrepancies and ensure expenditures are properly authorized and recorded.
Maintains accurate fiscal records and prepares budget reports, expenditure summaries, and financial information to support departmental planning and decision-making.
Applies knowledge of University budget policies, funding restrictions, account structures, and financial procedures to ensure responsible administration of departmental resources.
Identifies routine budgetary needs and opportunities to maximize available resources in support of the Department of Psychology’s academic and operational priorities.

Required Competency Information/Records Administration Duties

Reconciles and synthesizes budget, enrollment, and production data from multiple systems, including Banner financial data and box‑office/ticketing data, to develop comprehensive management reports for department leadership.
Serves as a lead resource for records and data management across both offices, analyzing trends such as cost per production and per‑course budget activity to support planning, resource allocation, and decision‑making.
Develops and maintains integrated tracking methods to provide consistent, meaningful data that supports both departments’ administrative and operational needs.

Required Competency Work Coordination Duties

Coordinates and prioritizes the day‑to‑day administrative workflow of the Department of Psychology, balancing faculty, student, academic, fiscal, personnel, and departmental priorities and deadlines.
Coordinates office support activities to ensure departmental requests, correspondence, records, reports, purchasing, travel, course‑related matters, and other administrative functions are completed accurately and timely.
Develops and implements administrative processes and procedures to improve workflow, communication, recordkeeping, and consistency in recurring departmental activities.
Coordinates the collection, organization, maintenance, and distribution of academic, faculty, student, personnel, fiscal, course, and program‑related records.
Coordinates and directs the work of part‑time student and work‑study employees by assigning tasks, establishing priorities, providing guidance, and reviewing completed work.
Monitors recurring academic and administrative deadlines, including course scheduling, faculty hiring, travel, purchasing, reporting, meetings, events, and program activities.
Identifies workflow issues and recommends solutions to the Department Chair and faculty; resolves routine operational matters and escalates issues requiring higher‑level decision‑making.
Establishes and maintains organized electronic and physical records in accordance with University policies and confidentiality requirements.
Coordinates workflow and information between the Department of Psychology, College administration, and other University offices to facilitate timely completion of requests and compliance with procedures.
Performs other duties and special projects as assigned by the Department Chair.

Required Competency Office Technology Duties

Serves as a departmental resource for Banner, Canvas, Microsoft Office, electronic records systems, and other technology supporting academic and administrative operations.
Learns and applies new software, University systems, and technology platforms and integrates them into departmental workflows.
Uses Banner and other University systems to access, maintain, and analyze academic, student, faculty, personnel, and departmental information while ensuring accuracy and confidentiality.
Uses Canvas and related instructional technologies to support faculty with course shells, syllabi, course information, and other routine instructional needs.
Uses Excel and other data‑management tools to track budgets and expenditures, organize departmental information, and prepare reports and summaries.
Troubleshoots routine technology and software issues and serves as a first‑level resource for faculty, staff, and student employees, referring complex issues to appropriate University technology support.
Develops and maintains electronic forms, templates, tracking tools, and other resources to improve administrative efficiency and consistency.
Integrates information from multiple systems to support departmental planning, scheduling, budget administration, faculty activities, and student services.
Provides guidance to student workers and departmental personnel on software applications, information‑processing procedures, and technology practices.
Evaluates departmental technology needs and recommends improvements to systems, equipment, and processes.

Posting Detail Information

Posting Number SPA01495P Open Date 09/18/2026 Close Date 09/23/2026 Special Instructions to Applicants

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.

Employee Benefits