What are the responsibilities and job description for the Administrative Support Specialist position at University of North Carolina School of the Arts?
Full/Part Time
Full-time
School/Department Information
Established in 1993, the School of Filmmaking combines rigorous professional training with unparalleled facilities, equipment and resources. The program’s mission is to train talented students for professional careers in the film and television industries and stresses the collaborative nature of filmmaking in a rigorous conservatory atmosphere. The School of Filmmaking’s goal is to produce the “complete” filmmaker – a storyteller of unusual vision who knows how to use and value the components of the filmmaking arts. The School of Filmmaking offers a BFA in Animation, Cinematography, Directing, Editing & Sound Design, Producing, Production Design & Visual Effects, and Screenwriting, and an MFA in Creative Producing and Screenwriting.
Primary Description of Work
This position’s primary work is to serve as administrative and financial data entry support to the Business Officer and Office of the Dean, including but not limited to budget allocation processes, receipt reconciliation, and budget report preparation. The Administrative Support Specialist also serves as primary back-up to the Business Officer when they are out of the office. This position also maintains office supply inventory for the School of Filmmaking and provides some administrative support to faculty and staff, as needed.
Work Schedule and hours
Monday-Friday
9:00 am-5:00 pm
9:00 am-5:00 pm
Description of Responsibilities and Duties
Financial Management
- Reconcile transactions in Bank of America Works application.
- Track all purchases in Excel.
- Sign-off on transactions as needed.
- Assist with management of student production cards (S-cards) including verifying student documentation and training, assigning S-cards and collecting S-cards from students, checking receipts of student purchases, sending weekly reminder emails to students to update required documentation and check for flagged transactions, and monitor for prohibited expenses to alert Business Officer and Head of Production.
- Upload and reconcile receipts for School of Filmmaking departmental purchases on Purchase cards (P-cards) and verify receipts meet all requirements.
- Pursue missing receipts for outstanding transactions and resolve flagged transactions.
- Complete Direct Pay Requests (DPRs) as needed.
- Process reimbursements for faculty, staff, and student purchases as needed.
- Assist with travel pre-approvals and authorizations as needed.
- Assist with processing expense reports and travel reimbursements as needed.
- Review Budget Status reports to identify and resolve issues.
Inventory Management
- Assist with School of Filmmaking inventory management through Asset Panda software as directed by UNCSA Purchasing department.
- Maintain inventory and oversee replenishment of office supplies, toner cartridges, and other supplies as needed.
- Oversee delivery of Le Bleu Water to School of Filmmaking buildings.
Administrative Support Management
- Assist the Business Officer with administrative tasks as needed, including but not limited to Foundation credit cards reconciliation, submitting Purchase Orders, and Contract Administration/Routing for contracts pertaining to the School of Filmmaking.
- Assist other School of Filmmaking offices with administrative tasks as needed, including but not limited to film festival submission coordination and support for School of Filmmaking events (all-school meetings, Preview Days, on-campus interviews, alumni events, donor events, guest artist events, special screenings. etc.)
- Complete and submit facility maintenance requests to Facilities Management.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Preferred Qualifications
High school diploma and one year of related office experience, or equivalent combination of training and experience.
Terms of Employment
S1 12 month
Knowledge, Skills and Abilities
Proficiency in Microsoft Office and basic office equipment.
Special Conditions for Eligibility
Functional Competencies
Functional Competency
Knowledge-Program
Competency Description
Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation. May be the content/process resource.
Competency Level
Journey
Functional Competency
Information/Records Administration
Competency Description
Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.
Competency Level
Journey
Functional Competency
Office Technology
Competency Description
Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment.
Competency Level
Journey
Functional Competency
Problem Solving
Competency Description
Recognizes, defines and resolves non-standard problems using operating procedures, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.
Competency Level
Journey
Functional Competency
Communication Verbal
Competency Description
Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations.
Competency Level
Journey
Functional Competency
Communication Written
Competency Description
Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively.
Competency Level
Journey
Posting Detail Information
Posting Number
AS598P
Open Date
01/17/2025
Close Date
01/27/2025
Open Until Filled
No
Salary Range
$39,000-$40,463 (GN06)
Recruitment Range, if applicable
Special Instructions to Applicants
The University of North Carolina School of the Arts is an equal opportunity and affirmative action employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The UNCSA 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. Final candidates are subject to criminal background checks.
EEO Contact Information
Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu
Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu
Salary : $39,000 - $40,463
