What are the responsibilities and job description for the Administrative Support Associate position at Western Carolina University?
The primary location of this position is on the main Cullowhee, NC campus.
The Chancellor’s Office Administrative Support Associate/Specialist, reporting directly to the Assistant to the Chancellor, provides support to the Chancellor’s Office. – Serves as receptionist and initial point of contact for the Chancellor’s Office. Greets visitors and directs them to the appropriate person or place. – Answers all phone lines. Follows through with caller’s issues until they are being handled by the appropriate person. – Serves as support to the Assistant to the Chancellor concerning the Chancellor’s calendar, including meetings and events. Prepare meeting and event folders for the Chancellor to match her calendar. Provides calendar back-up when Assistant to the Chancellor needs assistance or is out of the office. – Provides general assistance with the Board of Trustees; preparing written meeting notifications to the Board and other attendees, in support of the Chancellor’s Assistant; and, in conjunction with the Chancellor’s Assistant, collecting RSVPs for trustee lodging, meals, and meetings. Prepares and updates Trustee Orientation and Reference Handbook each year – Provides direct assistance to the Chancellor, the Chancellor’s Office staff, and the Board of Trustees, including office tasks and coordinating often complicated travel arrangements. – Prepares and submits travel reimbursements, purchase requisitions, check requests and other forms for appropriate expenditures within the Chancellor’s Office and for the Board of Trustees. – Processes and distributes all incoming mail. Prepares all general correspondence (internal and external) for the office, maintains office filing system, following all rules and procedures for maintenance of records in the Chancellor’s Office. – Provides assistance with processing of yearly awards.
Must be eligible to work in the United States without sponsorship.
The Chancellor’s Office Administrative Support Associate/Specialist, reporting directly to the Assistant to the Chancellor, provides support to the Chancellor’s Office. – Serves as receptionist and initial point of contact for the Chancellor’s Office. Greets visitors and directs them to the appropriate person or place. – Answers all phone lines. Follows through with caller’s issues until they are being handled by the appropriate person. – Serves as support to the Assistant to the Chancellor concerning the Chancellor’s calendar, including meetings and events. Prepare meeting and event folders for the Chancellor to match her calendar. Provides calendar back-up when Assistant to the Chancellor needs assistance or is out of the office. – Provides general assistance with the Board of Trustees; preparing written meeting notifications to the Board and other attendees, in support of the Chancellor’s Assistant; and, in conjunction with the Chancellor’s Assistant, collecting RSVPs for trustee lodging, meals, and meetings. Prepares and updates Trustee Orientation and Reference Handbook each year – Provides direct assistance to the Chancellor, the Chancellor’s Office staff, and the Board of Trustees, including office tasks and coordinating often complicated travel arrangements. – Prepares and submits travel reimbursements, purchase requisitions, check requests and other forms for appropriate expenditures within the Chancellor’s Office and for the Board of Trustees. – Processes and distributes all incoming mail. Prepares all general correspondence (internal and external) for the office, maintains office filing system, following all rules and procedures for maintenance of records in the Chancellor’s Office. – Provides assistance with processing of yearly awards.
Must be eligible to work in the United States without sponsorship.
Knowledge, Skills, & Abilities Required for this Position
The following skills and attributes are essential to success in this position: – Ability to work effectively and collaboratively with campus administrators, faculty, staff, and others within and outside the University – Strong interpersonal skills and the ability to provide excellent customer service – Excellent communication skills, written and oral – Strong organization skills – Ability to be organized, detail-oriented, and meticulous. Ability to exercise good judgment and discretion – Ability to manage travel arrangements and reimbursement requests for the Office of the Chancellor – Strong organizational awareness
Minimum Qualifications
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
Anticipated Hiring Range
$42,786
Position Type
Permanent Full-Time
Number of Hours per Week
40
Number of Months per Year
12
Salary Band Range
$33,540 - $54,455
Salary Grade
For administrative purposes during the implementation of Career Banding this advanced level position is considered a Salary Grade 61.
Posting Text
Open Date
02/04/2025
Close Date
02/17/2025
Open Until Filled
No
Special Instructions to Applicants
Applicants must apply online in order to be considered. Please include a cover letter, resume, and a list of three professional references (with complete contact information).
Applicants must upload a DD-214 if claiming Veteran’s Preference.
PLEASE COMPLETE ALL AREAS OF THE APPLICATION. INCOMPLETE APPLICATIONS MAY NOT BE GIVEN CONSIDERATION IN THE REVIEW PROCESS.
If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants.
All new hires into positions subject to the State Human Resources Act (SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources (OSHR).
Background/E-Verify
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.
Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.
Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.
Credential Verification
All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.
AA/EOE
Western Carolina University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race; color; religion; sex; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Additionally, the University promotes the realization of equal employment opportunity for minorities, women, persons with disabilities, and veterans through its affirmative action program.
Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at jobs@email.wcu.edu.
Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at jobs@email.wcu.edu.
University Safety
The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301). The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.
Salary : $33,540 - $54,455
