What are the responsibilities and job description for the Administrative Support Specialist position at North Carolina A&T State University?
Classification Information
Position/Classification Title
Administrative Support Spec
Classification Type
SHRA
Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory
Minimum Experience/Education
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
The Supervisor prefers a bachelor’s degree with a minimum of two years of progressively responsible administrative/office/clerical experience in a University setting; will consider individual with an Associate degree plus three years of progressively responsible administrative/office/clerical experiences; graduation from high school and four years of administrative/office/clerical experience. Applicant must have knowledge of office management/operation procedures, ability to operate various office equipment, knowledge and ability to communicate effectively and professionally, both verbally and in writing. Applicant must possess a sincere willingness to work as a team member and also should have the ability to work cooperatively with personnel both internal and external to the Department.
Required License or Certification
N/A
Position Overview
Primary Purpose of Position
This position provides high-level administrative support to the Chair of the Department of Psychology in interacting with the public and in assisting students, faculty, staff and alumni with department services and operations. (S)he oversees and administers activities of the department’s administrative office including support for academic activities; management; front line reception; communications for the department; office operations; and administrative support to the department chair for day-to-day activities.
This position requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures.
This position provides assistance with a range of complex and confidential administrative duties for senior faculty member(s) whose areas of interest and research include kinesiology and related areas. Calendar coordination is essential in ensuring meeting schedules with securing meeting locations and logistics, prioritize and manage all aspects of travel planning, and briefing documents to facilitate productivity, efficiency, and timeliness. Using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate. Conducts contingency planning, arranges agendas, prepares meeting materials, etc. Prepares documents in MS Office to include, but not limited to; Word, PowerPoint and Excel. Review, tracking, and lead for departmental budget and budget actions in support of Chair’s directives, college requirements and compliance. Tracks and follows up to meetings. Develops and implements protocols for office and department efficiency. Office management in oversight of temps, contractors and students (including approving time worked and interpreting and communicating faculty member’s policies), and will exercise discretion to hire students. External work will include interactions with parents, students, alumni and will need to exercise judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments. Track class schedules; organize, course materials, media, exams and grade submissions. Maintain, organize and archive complex files.
The position requires flexibility and responsiveness to undertake other duties as assigned by the departmental Chair.
This position requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures.
This position provides assistance with a range of complex and confidential administrative duties for senior faculty member(s) whose areas of interest and research include kinesiology and related areas. Calendar coordination is essential in ensuring meeting schedules with securing meeting locations and logistics, prioritize and manage all aspects of travel planning, and briefing documents to facilitate productivity, efficiency, and timeliness. Using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate. Conducts contingency planning, arranges agendas, prepares meeting materials, etc. Prepares documents in MS Office to include, but not limited to; Word, PowerPoint and Excel. Review, tracking, and lead for departmental budget and budget actions in support of Chair’s directives, college requirements and compliance. Tracks and follows up to meetings. Develops and implements protocols for office and department efficiency. Office management in oversight of temps, contractors and students (including approving time worked and interpreting and communicating faculty member’s policies), and will exercise discretion to hire students. External work will include interactions with parents, students, alumni and will need to exercise judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments. Track class schedules; organize, course materials, media, exams and grade submissions. Maintain, organize and archive complex files.
The position requires flexibility and responsiveness to undertake other duties as assigned by the departmental Chair.
Primary Function of Organizational Unit
The Department of Psychology is a supportive community of committed faculty and practitioners whose goals are to introduce students to the ideas and concepts relevant to this discipline, encourage interdisciplinary learning, prepare students for study in graduate schools, prepare students for entry-level jobs requiring knowledge in psychology, and train students to conduct both basic and applied research. These goals are reached through quality classroom instruction, departmental colloquia, departmental student organizations, internship opportunities through independent study, and individualized research projects. The Department of Psychology has 740 enrolled undergraduate students and currently has 11 tenure-track faculty (5 tenured) and 1 full professor. The department is seeking candidates to join a growing program with a highly interactive and productive faculty. The Department of Psychology is a liaison office with Facilities for the New Science Building and provides an array of building-related services (i.e., scheduling classrooms for instructional purposes, coordinating special events, overseeing repair and maintenance request, etc.).
Work Hours
8:00am to 5:00pm on Monday-Friday
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
Communication - Verbal/Written
Duties
This position will require proficiency in both verbal and written communication, as well as exhibit interpersonal communication ability. Under the guidance and direction of the supervisor, the employee will have responsibility for generating/writing department-related correspondence and reports, and will show ability to accurately edit/proof correspondence, reports and proposals. In addition, the employee will maintain regular contact with several different audiences, including the general public, students, faculty, and other personnel both internal and external to the Department, College and University. The position will have considerable public contact; therefore, the ability to show knowledge and understanding of the department’s mission, goals, programs and initiatives is key, in addition to exhibiting professionalism in all interactions in representing the Department.
Required Competency
Information/Records Administration
Duties
This position will assist the Chairperson and faculty (as needed/required) with academic and content-specific reports, proposals, project/progress reports, information/data gathering and compilation, etc., as regards departmental research; implementation of new hire procedures for the department; and assisting with student registration, chairperson/faculty travel; equipment inventory; etc.
This position has responsibility, for developing and maintaining general and content-specific academic/student files and managing security and access of said files. The employee will have familiarity with and ability to apply the University/state rules and regulations governing the privacy and confidentiality of these departmental records/files.
This position has responsibility, for developing and maintaining general and content-specific academic/student files and managing security and access of said files. The employee will have familiarity with and ability to apply the University/state rules and regulations governing the privacy and confidentiality of these departmental records/files.
Required Competency
Problem Solving
Duties
Identify and understand issues, problems, and opportunities for the office. Use effective approaches for choosing a course of action or developing appropriate solutions. Handle, refer and/or escalate situations needing attention.
Work closely with the Chair, understanding and offering solutions for day to day office activities.
This position will have responsibility for monitoring the Psychology Department budgets, processing and tracking expenditures, and generating and processing required travel expense/reimbursement paperwork, etc. The employee will be able to utilize all University-based financial systems, such as Banner Finance, Aggie Mart Purchasing, E-Travel, and Banner Payroll.
Work closely with the Chair, understanding and offering solutions for day to day office activities.
This position will have responsibility for monitoring the Psychology Department budgets, processing and tracking expenditures, and generating and processing required travel expense/reimbursement paperwork, etc. The employee will be able to utilize all University-based financial systems, such as Banner Finance, Aggie Mart Purchasing, E-Travel, and Banner Payroll.
Required Competency
Knowledge - Program and Organization
Duties
As primary frontline support for the Psychology Department, the position has a key responsibility for managing the main office, and the employee must demonstrate an in-depth knowledge of the Department, its programs, processes and organizational operation. In this role, and in conjunction with the Chairperson and additional office personnel, the position assists in prioritizing the Department’s work assignments, information requests, etc.; assists with defining/refining and implementing the goals/objectives of the Department; coordinating work assignments and payroll for student assistants assigned to/employed by the Department; and serves as an additional resource for faculty and students in resolving issues and problems (other than those specific to the domain of the senior personnel) and assumes responsibility for and manages the results of those decisions. In addition, the position has responsibility for coordinating faculty correspondence and receipt, as well as scheduling appointments for the Chairperson and maintaining associated calendar, and coordinating Departmental meetings/events as needed/required.
Required Competency
Office Technology
Duties
The employee will be able to utilize common office technology such as desktop/laptop computers, scanners, copiers, smartboards, etc. In addition, in this administrative support role, the employee must have proficiency or exhibit ability to learn University-based software platforms such as Banner Student, Banner Finance, PeopleAdmin 7 Position Management, E-Travel System, Aggie Mart Purchasing and receiving.
Position Information
Working Title
Administrative Support Specialist
Competency Level
Journey
Position Number
002092
Recruitment Range
$37,486 - $44,510
FLSA
Non-Exempt
Appointment Type
Permanent - Full-time
FTE
40 hours/week, 12 months
If Time Limited, Appointment Length
Organizational Division
Psychology Dept
Organizational Location
College of Health and Human Sciences
Organizational Unit
Psychology Dept
Posting Detail Information
Posting Number
SHRA2808
Open Date
01/22/2025
Close Date
02/28/2025
Special Instructions to Applicant
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. 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 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:
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
- Blue Cross Blue Shield of NC – Health Benefits
- 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
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.
Quick Link
https://jobs.ncat.edu/postings/35741
Salary : $37,486 - $44,510
