What are the responsibilities and job description for the Administrative Support Specialist position at Winston-Salem State University?
Position Details
Classification Information
Position Classification Title
Administrative Support Specialist
FLSA
Non-Exempt
Position Class
10422
Position Overview
Position Summary
The Business Services organizational unit is a key support entity for the entire campus, delivering essential services to students, faculty, staff, and visitors. Comprised of self-sustaining entities, its strategic goals focus on operational excellence, revenue generation, and exceptional customer service. Business Services supports a broad and diverse customer base through several functional areas: Dining Services, Bookstore, Conference and Institutes, Post Office, Passport Services, Ramgraphixs, Vending, Ram Card, Ticket Office, Parking and Transportation Services.
This position will expedite the flow of information; interpret procedures, rules and policies to university departments and organizations. Perform a variety of administrative functions in the office of Business Services. In addition, this position will assist in the daily operations of Dining Services, Vending, Ram Card, Mail Center, Passport Office and Student Blue Insurance
Demonstrates professionalism, responsiveness, and a commitment to excellence in serving students, faculty, staff, and external partners. Effectively communicates and actively listens to understand customer needs and provide accurate, timely solutions. Maintains a positive and courteous demeanor, even in high-pressure situations, ensuring a welcoming and supportive environment.
Assist in reconciling invoices for all vendors, ensuring accuracy and compliance with financial policies. Order supplies and maintain inventory for the Business Services Office, Auxiliary Units, and on-campus vendors. Review existing contracts to ensure vendor compliance and verify invoices for appropriate payment. Additionally, assess contracts to confirm correct vendor payments to the university, including scholarships and commission payments. Monitor budget and fund availability to facilitate timely and accurate payment processing.
Prepare fund transfers for special food events as contracted by campus departments and organizations, ensuring accurate financial processing. Prepare requisitions for maintenance providers and supplies to support daily operations. Collaborate with IT to update and maintain the RMS platform, ensuring all features related to meal plans function properly. Conduct monthly verification of contractor campus card sales to ensure accuracy and compliance with financial agreements.
Demonstrates thoroughness and accuracy in work, ensuring all tasks are completed with precision and minimal errors. Pays close attention to discrepancies in invoices, budgets, and vendor agreements, ensuring proper reconciliation and adherence to university policies. Proactively identifies and resolves potential issues before they impact operations. Maintains organized records and follows up on pending tasks to ensure completion. Consistently applies a high level of accuracy in data entry, reporting, and administrative processes.
Other duties as assigned.
This position will expedite the flow of information; interpret procedures, rules and policies to university departments and organizations. Perform a variety of administrative functions in the office of Business Services. In addition, this position will assist in the daily operations of Dining Services, Vending, Ram Card, Mail Center, Passport Office and Student Blue Insurance
Demonstrates professionalism, responsiveness, and a commitment to excellence in serving students, faculty, staff, and external partners. Effectively communicates and actively listens to understand customer needs and provide accurate, timely solutions. Maintains a positive and courteous demeanor, even in high-pressure situations, ensuring a welcoming and supportive environment.
Assist in reconciling invoices for all vendors, ensuring accuracy and compliance with financial policies. Order supplies and maintain inventory for the Business Services Office, Auxiliary Units, and on-campus vendors. Review existing contracts to ensure vendor compliance and verify invoices for appropriate payment. Additionally, assess contracts to confirm correct vendor payments to the university, including scholarships and commission payments. Monitor budget and fund availability to facilitate timely and accurate payment processing.
Prepare fund transfers for special food events as contracted by campus departments and organizations, ensuring accurate financial processing. Prepare requisitions for maintenance providers and supplies to support daily operations. Collaborate with IT to update and maintain the RMS platform, ensuring all features related to meal plans function properly. Conduct monthly verification of contractor campus card sales to ensure accuracy and compliance with financial agreements.
Demonstrates thoroughness and accuracy in work, ensuring all tasks are completed with precision and minimal errors. Pays close attention to discrepancies in invoices, budgets, and vendor agreements, ensuring proper reconciliation and adherence to university policies. Proactively identifies and resolves potential issues before they impact operations. Maintains organized records and follows up on pending tasks to ensure completion. Consistently applies a high level of accuracy in data entry, reporting, and administrative processes.
Other duties as assigned.
Primary Function of Organizational Unit
The mission of Business & Auxiliary Services is to provide quality services to the university community in the areas of Postal Services, Passport Services, Ticket Office, Dining Services, Ram Card, Conferences and Institutes, and Parking and Transportation. The selected candidate will support these units by ensuring efficient operations within the defined guidelines and policies of the university while delivering excellent service to students, faculty, staff, and other stakeholders.
Position Information
Position Number
009027
Competency Level
Journey
Working Position Title
Administrative Support Specialist
Building and Room No.
Donald J. Reaves Student Center, Suite 200
Work Hours: From [time] to [time] on [days] of [week]
8:00am - 5:00pm; Evenings and Weekends as needed
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 and one year of related office experience; or equivalent combination of training and experience.
Preferred Years Experience, Skills, Training, Education
Required License or Certification
Valid US Driver's License
Yes
Commercial Driver's License Required
No
Physical Required
No
List any other medical/drug tests required
Posting Details
Posting Details
Posting Number
SPA00972P
Internal Posting Only
No
Time Limited Position
No
Appointment Length
12 months
Salary
$34,602.00 - $44,510
Open Date
02/07/2025
Close Date
02/18/2025
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.
Winston Salem State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran and National Guard.
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
Coordination - Work
Describe the specific job duties related to this competency
This position will expedite the flow of information; interpret procedures, rules and policies to university departments and organizations. Perform a variety of administrative functions in the office of Business Services. In addition, this position will assist in the daily operations of Dining Services, Vending, Ram Card, Mail Center, Passport Office and Student Blue Insurance.
Percentage Of Time
20
Competency
Customer Service
Describe the specific job duties related to this competency
Demonstrates professionalism, responsiveness, and a commitment to excellence in serving students, faculty, staff, and external partners. Effectively communicates and actively listens to understand customer needs and provide accurate, timely solutions. Maintains a positive and courteous demeanor, even in high-pressure situations, ensuring a welcoming and supportive environment.
Percentage Of Time
15
Competency
Financial Management - Budget
Describe the specific job duties related to this competency
Assist in reconciling invoices for all vendors, ensuring accuracy and compliance with financial policies. Order supplies and maintain inventory for the Business Services Office, Auxiliary Units, and on-campus vendors. Review existing contracts to ensure vendor compliance and verify invoices for appropriate payment. Additionally, assess contracts to confirm correct vendor payments to the university, including scholarships and commission payments. Monitor budget and fund availability to facilitate timely and accurate payment processing.
Percentage Of Time
20
Competency
Knowledge - Program
Describe the specific job duties related to this competency
Prepare fund transfers for special food events as contracted by campus departments and organizations, ensuring accurate financial processing. Prepare requisitions for maintenance providers and supplies to support daily operations. Collaborate with IT to update and maintain the RMS platform, ensuring all features related to meal plans function properly. Conduct monthly verification of contractor campus card sales to ensure accuracy and compliance with financial agreements.
Percentage Of Time
25
Competency
Attention to Detail
Describe the specific job duties related to this competency
Demonstrates thoroughness and accuracy in work, ensuring all tasks are completed with precision and minimal errors. Pays close attention to discrepancies in invoices, budgets, and vendor agreements, ensuring proper reconciliation and adherence to university policies. Proactively identifies and resolves potential issues before they impact operations. Maintains organized records and follows up on pending tasks to ensure completion. Consistently applies a high level of accuracy in data entry, reporting, and administrative processes.
Percentage Of Time
15
Competency
Teamwork
Describe the specific job duties related to this competency
Other duties as assigned.
Percentage Of Time
5
Salary : $34,602 - $44,510
