Administrative Support Specialist - 2530

The University of North Carolina at Pembroke; Pembroke (NC); On-site; USD 37,000 - 43,000; Full time

Job summary

The University of North Carolina at Pembroke is seeking an Administrative Support Specialist (Catalog Specialist) in the Registrar’s Office to manage the publication of the academic catalog, and maintain curriculum and schedule information. You will ensure data accuracy and integrity while coordinating policy changes with academic departments.

This role emphasizes exceptional customer service for students, faculty, and staff, handling registrar functions such as enrollment changes and graduation

Qualifications

• High school diploma or equivalent and one year of related office experience, or an equivalent combination of training and experience.
• Strong customer service skills and ability to interact with diverse constituents.
• Proficiency in MS Office and ability to learn university systems quickly.

Responsibilities

• Publish and update the annual academic catalog using designated software, coordinating with stakeholders.
• Provide professional customer service via phone, email, and in person; explain policies and procedures.

Skills

Customer service

Communication skills

Team player

Problem solving

Organization

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

Microsoft Office Suite

Banner (SIS)

Job description

Administrative Support Specialist - 2530

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

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 Academic Affairs

Department

Department Registrar's Office

Working Title

Vacancy Type

Vacancy Type Probationary Permanent Full Time

Min T/E Requirements

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

FTE

FTE 1

Position Overall Competency Level

Position Overall Competency Level J

Recruitment Range

Recruitment Range $37,485 - $42,630

Anticipated Hiring Range

Anticipated Hiring Range $42,630

Position #

Position # 2530

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 Monday - Friday

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

Focusing on Technology, Compliance, and Quality, the Registrar’s Office connects students, faculty, and staff with approved policies, procedures, and processes to maintain timely and accurate academic records and curriculum. We balance best practices with forward thinking and new technologies to provide quality and compliant services to students, faculty, staff, and the community.

Primary Purpose of Position

The Administrative Support Specialist (Catalog Specialist) supports the operations of the Registrar’s Office through the management and publication of the university’s academic catalog, the maintenance of curriculum and schedule information, and the execution of data accuracy and integrity. This position coordinates with academic and administrative departments to implement approved curriculum and policy changes in the catalog and student information system, provides exceptional customer service to students, faculty, staff, and external constituents, and assists with a variety of registrar functions related to academic records, enrollment services, and graduation processing. The position also supports departmental documentation, records management, university events, and other administrative projects that contribute to the effective delivery of Registrar Office services.

Job Description

Duties and Tasks:

• Construct, edit, and publish the annual academic catalog using designated software, ensuring accuracy and completion within established deadlines; coordinate with university stakeholders to implement approved policy and curriculum changes for the upcoming academic year.
• Provide professional customer service through phone, email, and in-person interactions; respond to inquiries, communicate policies and procedures, troubleshoot issues, and direct constituents to appropriate resources.
• Assist with schedule review, curriculum maintenance, and data audits to ensure the accuracy and integrity of course, curriculum, and academic catalog information.
• Support Registrar Office operations, including transcript processing and evaluation, enrollment changes, academic record updates, degree and enrollment verification, room scheduling, graduation processing, and related student services. Assist with university events, including commencement, orientation, and other activities that may require evening or weekend participation.
• Perform other duties as assigned.

Management Preference

• High school diploma or equivalent required; Associate degree or higher preferred.
• Minimum one (1) year of administrative, office support, higher education, or related professional experience required, or an equivalent combination of education, training, and experience.

Skills & Abilities:

• Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of the university.
• Demonstrated commitment to providing professional, accurate, timely, and customer-focused service.
• Strong interpersonal, verbal, and written communication skills, with the ability to effectively interact with students, faculty, staff, and external constituents.
• Ability to analyze information, exercise sound judgment, and appropriately resolve or refer inquiries and issues.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, meet established deadlines, and adapt to changing demands in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information in accordance with university policies and applicable regulations.
• Strong critical thinking and problem-solving skills.
• Ability to learn, interpret, and apply university policies, procedures, and academic regulations.
• Ability to maintain accurate records and perform data review and quality assurance functions.
• Proficiency in Microsoft Office Suite and the ability to quickly learn and utilize new technologies and software applications.
• Proficiency in general office practices, including records management, document processing, filing systems, and operation of standard office equipment.
• Ability to work independently as well as collaboratively, effectively foster positive working relationships within the team and across the university community.
• Skill in leading and motivating others to achieve goals and results.
• Knowledge of common higher education standards, policies and procedures.
• Experience with student information systems (Banner preferred), curriculum management, academic records, or catalog management processes preferred.

Lic or Certification required by statute or regulation

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.

Required Documents

• C V/Resume
• Cover Letter

Optional Documents

• 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 have experience working with Banner or a similar student information system? If so, what system(s)

  (Open Ended Question)

• * Have you worked in a higher education environment before? If so, for how long and in what capacity?

  (Open Ended Question)