What are the responsibilities and job description for the Admin Support Associate - A position at Winston-Salem State University?
Position Details
Classification Information
Position Classification Title
Administrative Support Associate
FLSA
Position Class
10421
Position Overview
Position Summary
The administrative support associate ensures efficient operations for the Department of English and the Department of World Languages and Cultures. Ideal candidates will have experience in general office management and possess effective communication skills, a strong sense of professionalism, and a working knowledge of office softwares.
Knowledge – Professional
Provide administrative support to the chair and faculty; assist and give directives to students and vendors; maintain and organize daily business activities of the department; understand departmental programs and services and apply such knowledge to interface with other offices and units within the university system; assist the chair, faculty, staff, and outside vendors with processing forms and problem solving as needed.
Communication – Written
Compose emails, letters, memos, and reports; compile information for budget reports and class schedules
Communication – Oral
Acknowledge and assist faculty, students, and visitors in the office; answer and respond to telephone and email messages relative to departmental programs, policies, and activities.
Planning and Organizing Work
Plan, facilitate, and support departmental activities; coordinate with faculty and staff to complete tasks; use effective time management skills to carry out job responsibilities; design and organize an efficient filing system; follow procedures and review work carefully for accuracy and completeness; maintain office equipment and oversee supply inventory; and accept and offer directions courteously and willingly to faculty, staff, students, and vendors when necessary.
Budgeting
Manage and audit departmental budgets, ensuring all funds are accounted for and balanced at the end of each month; approve student workers’ timesheets; and process Personnel Action Forms for chair, faculty, and students.
Business Administration
Serve as scheduler in Banner Course System for course assignments; complete travel forms for department chair, faculty, invited speakers/guests, and potential faculty hires; purchase supplies and equipment; arrange and schedule events using 25Live; maintain departmental calendar; open and distribute mail; manage the chair’s calendar; and run department errands.
Knowledge – Professional
Provide administrative support to the chair and faculty; assist and give directives to students and vendors; maintain and organize daily business activities of the department; understand departmental programs and services and apply such knowledge to interface with other offices and units within the university system; assist the chair, faculty, staff, and outside vendors with processing forms and problem solving as needed.
Communication – Written
Compose emails, letters, memos, and reports; compile information for budget reports and class schedules
Communication – Oral
Acknowledge and assist faculty, students, and visitors in the office; answer and respond to telephone and email messages relative to departmental programs, policies, and activities.
Planning and Organizing Work
Plan, facilitate, and support departmental activities; coordinate with faculty and staff to complete tasks; use effective time management skills to carry out job responsibilities; design and organize an efficient filing system; follow procedures and review work carefully for accuracy and completeness; maintain office equipment and oversee supply inventory; and accept and offer directions courteously and willingly to faculty, staff, students, and vendors when necessary.
Budgeting
Manage and audit departmental budgets, ensuring all funds are accounted for and balanced at the end of each month; approve student workers’ timesheets; and process Personnel Action Forms for chair, faculty, and students.
Business Administration
Serve as scheduler in Banner Course System for course assignments; complete travel forms for department chair, faculty, invited speakers/guests, and potential faculty hires; purchase supplies and equipment; arrange and schedule events using 25Live; maintain departmental calendar; open and distribute mail; manage the chair’s calendar; and run department errands.
Primary Function of Organizational Unit
The Department of English offers a major program in English as well as minor programs in English and Dramatic Arts. The Department of World Languages and Cultures offers a major program in Spanish and minor programs in Spanish, French, Swahili, Portuguese, and Chinese.
Position Information
Position Number
110339
Competency Level
Advanced
Working Position Title
Admin Support Associate - A
Building and Room No.
Hall-Patterson 220
Work Hours: From [time] to [time] on [days] of [week]
8:00 a.m. - 5:00 p.m.
Hours per week
40
Months per year
12
Appointment Type
Permanent Full-Time
If Time Limited.
No
Appointment Length.
12
DHR Assigned Fields
FTE
1
Requirements and Preferences
Position required to work during periods of adverse weather or other emergencies
Not Mandatory
Position required to work On-Call/Emergency Callback
No
Minimum Experience/Education
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
Preferred Years Experience, Skills, Training, Education
High school diploma and four years of related work experience; or graduation from a two-year office administration or administrative support technology program and two years of related work experience; or graduation from a four-year college or university, preferably with major emphasis on business administration or a related field and two years of related work experience; or an equivalent combination of training and work experience. Must have the ability to interpret program and university policies, rules, regulations, and procedures. Must be highly experienced and skilled in Microsoft programs (Word, Excel, PowerPoint, Publisher Works, Access, and Outlook). Must complete tasks in a timely manner. Must possess excellent managerial, customer service, interpersonal, and written communication skills.
Required License or Certification
Valid US Driver's License
No
Commercial Driver's License Required
No
Physical Required
No
List any other medical/drug tests required
Posting Details
Posting Details
Posting Number
SPA00987P
Internal Posting Only
No
Time Limited Position
No
Appointment Length
12 months
Salary
$31,200.00 - $40,944.00
Open Date
04/11/2025
Close Date
05/02/2025
Open Until Filled
No
Special Instructions Summary
Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.
If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.
Failure to complete the application completely may result in you not being considered for the vacant position.
Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834
Key Responsibilities and Related Competencies
Key Responsibilities and Related Competencies
Competency
Knowledge - Professional
Describe the specific job duties related to this competency
Provide administrative support to the chair and faculty; assist and give directives to students and vendors; maintain and organize daily business activities of the department; understand departmental programs and services and apply such knowledge to interface with other offices and units within the university system; assist the chair, faculty, staff, and outside vendors with processing forms and problem solving as needed.
Percentage Of Time
15
Competency
Communication - Written
Describe the specific job duties related to this competency
Compose emails, letters, memos, and reports; compile information for budget reports and class schedules
Percentage Of Time
10
Competency
Communication – Oral
Describe the specific job duties related to this competency
Acknowledge and assist faculty, students, and visitors in the office; answer and respond to telephone and email messages relative to departmental programs, policies, and activities.
Percentage Of Time
10
Competency
Planning and Organizing Work
Describe the specific job duties related to this competency
Plan, facilitate, and support departmental activities; coordinate with faculty and staff to complete tasks; use effective time management skills to carry out job responsibilities; design and organize an efficient filing system; follow procedures and review work carefully for accuracy and completeness; maintain office equipment and oversee supply inventory; and accept and offer directions courteously and willingly to faculty, staff, students, and vendors when necessary.
Percentage Of Time
20
Competency
Budgeting
Describe the specific job duties related to this competency
Manage and audit departmental budgets, ensuring all funds are accounted for and balanced at the end of each month; approve student workers’ timesheets; and process Personnel Action Forms for chair, faculty, and students.
Percentage Of Time
15
Competency
Business Administration
Describe the specific job duties related to this competency
Serve as scheduler in Banner Course System for course assignments; complete travel forms for department chair, faculty, invited speakers/guests, and potential faculty hires; purchase supplies and equipment; arrange and schedule events using 25Live; maintain departmental calendar; open and distribute mail; manage the chair’s calendar; and run department errands.
Percentage Of Time
30
Salary : $31,200 - $40,944
