Administrative Support Associate

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Position Information
General Information

Vacancy Open to All Candidates
Employment Type Permanent – Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 003115
NC Salary Grade Equivalency GN04
Classification Title Admin Support Associate – Journey
Working Title Administrative Support Associate
Salary Range $32,559 – $39,795
Anticipate Hiring Range $32,559 – $37,000
FLSA Status Non Exempt
Division Academic Affairs
Department College of Humanities & Earth and Social Sciences (Col)
Work Unit Political Science & Public Administration
Work Schedule 8:00 am – 5:00 pm; Monday – Friday
Primary Purpose of Position The primary purpose of this position is to provide administrative and financial support for the MPA Program, the Director of the MPA Program, and support for the Political Science department.
Minimum Education/Experience Required Minimum Qualifications:
Graduation from high school; or an equivalent combination of education and experience.
University Preferred Qualifications:
Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.
Essential Job Duties
  • Provide factual and/or procedural information regarding program requirements and university services accurately within 24-48 business hours.
  • Direct students to the appropriate source for problem resolution and seek information or advice from higher levels if unsure of how to resolve customer question/concern.
  • Assist MPA Director with daily operations of program ensuring the program provides education and training for the public and nonprofit sectors.
  • Serve as a faithful steward of public and private funds as assigned.
  • Assist faculty by completing accounting documents (travel forms, direct pay requests, financial transaction records, etc.), hiring graduate assistants, assisting with conference planning, and monitoring several types of financial funds.
  • Supervise and coordinate the work of the department Teaching Assistants (TAs) .
  • Ensure TAs are observing established office hours and completing tasks as requested by faculty. Coordinate collection of TA timesheets and weekly activity reports for the MPA Director.
  • Effectively communicate standard services, processes, and procedures using department, college and university established guidelines.
  • Maintain and disseminate information via Google Groups.
  • Collect, compile, and analyze a wide variety of student enrollment data in support of ad hoc reporting as requested by the MPA Director.
  • Produce reports required for the annual NAPSAA report and update documents as needed to ensure the program retains accreditation and remains a nationally ranked program. (Information is obtained from various records and requires communication with other University offices.)
Other Work Responsibilities
  • Ensure handbook is updated, forms are completed and processed correctly.
  • Ensure scholarships are awarded, and the integrity of the program is upheld to its current standards.
  • Gather performance feedback from faculty and present data to MPA Director to be used for future TA hires and position justifications.
  • Update and file reports and forms for the Graduate program: Admissions, Enrollments, Assistantships, Course Information, and University and department forms.
  • Maintain/Save digital files and materials on the department Shared Drive for students and financial records. Ensure reports and records are easily accessible to the other staff members, MPA Director, and the department Chair. This is accomplished by keeping the drive up-to-date.
  • Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education
  • Experience with MS Office and G-Suite softwares, particularly with creating and using Microsoft Excel spreadsheets and Google Sheets.
  • Experience working with faculty and students in a college/university setting.
  • Ability to work independently and on a team is strongly desired.
  • Strong interpersonal skills and evidence of an ability to work with a diverse clientele is preferred.
  • Ability to learn/use campus-specific systems such as Banner, 49er Mart, Bank of America Works, Google Mail.
  • Good time management skills – the ability to coordinate day to day workload and prioritize on-going projects and tasks is preferred.
  • Ability to troubleshoot and solve complex problems is desirable.
  • Attention to detail with accuracy is required.
  • Ability to adapt to change.
Necessary Licenses or Certifications
Work Location Fretwell 4th floor
Posting date 02/07/2024
Closing date 02/22/2024
Proposed Hire Date 03/18/2024
Contact Information
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