Administrative Support Specialist - Job at North Carolina Agricultural & Technical State University in Greensboro, NC

Administrative Support Specialist

Greensboro, NC

Posted 13 days ago

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Job Description

Posting Details

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	2 years of progressively responsible secretarial/administrative experience, or completion of a two-year Secretarial Science or Business Administrative program; or a 4-year degree in Business or a business related field. A combination of experience and education may be used. Significant knowledge of office procedures, methods and practices is required. In addition, the ability to use correct grammar, vocabulary, spelling and office terminology to compose and/or proofread correspondence, reports and other material is also required.
Required License or Certification

Position Overview

Primary Purpose of Position	The primary purpose of this position is to manage the day-to-day operations of senior level administrators, primarily the Associate Extension Administrator . The work of this position ranges from standardized office support assignments to performance of administrative duties involving independent decision-making and judgment. This position requires the ability to problem-solve and maintain a substantial amount of knowledge relative to multiple and varied programs. This position organizes office records and files (electronic and paper) for easy retrieval, keeps track of expenditures using travel, program development and professional development funds for assigned faculty in an effort to monitor dollars spent and adhere to allocation(s) provided by administration, completes travel authorization and reimbursement requests for assigned faculty and staff. Travel includes transportation, subsistence, registration, and other associated costs. Manages travel arrangements for the Associate Extension Administrator, calculates and double-checks figures for a grant budgets; identifies and corrects inaccuracies. This position establishes, updates and purges filing system for each person in work unit they support. Including but not limited to budgets, technical reports, sub-contractual agreements, processing outgoing mail (correspondence, forms, packages, etc.) to ensure that it is received on a timely basis, and retrieve mail from the departmental mailroom.
Primary Function of Organizational Unit	The Cooperative Extension Program at North Carolina Agricultural and Technical State University is an educational outreach organization within the College of Agriculture and Environmental Sciences. Cooperative Extension at A&T provides researched-based educational information, programming and technical assistance to limited-resource audiences that address a diverse range of issues in four programmatic areas - Agriculture and Natural Resources, Family and Consumer Sciences, Community and Rural Development, and 4-H Youth Development. Together with its partners - North Carolina State University Cooperative Extension Service, U.S. Department of Agriculture, state and county governments, a dynamic and resourceful system is formed. In addition to campus operations, The Cooperative Extension Program has professionally staffed offices in almost half of the 100 counties in North Carolina and the Eastern Band of Cherokee Indians.
Work Hours	8 am - 5 pm M-F
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	Program Knowledge
Duties	Applies substantive knowledge of the North Carolina Cooperative Extension system and its programs. The correct application of knowledge is essential to managing the duties of this position. Knowledge of the Extension Reporting System (ERS) and an understanding of the One-Stop-Shop is another key function of this position because of the level of interaction in the system. Knowledge of the 1890 land-grant system is necessary to fully support administrators. Demonstrates the knowledge of the nuances, appropriate protocol, and specific preferences of the administrative team and constituents. A high level of knowledge concerning the Student Internship program has to be maintained to ensure that all candidates and accepted interns are given accurate information. This position assists with the planning and implementation of conferences, workshops and trainings. There are times when this position will be required to travel to provide technical assistance. Independently coordinates the management of day-to-day functions related to the Associate Administrator's office. Serves as a liaison between the Associate Administrator and subordinate units by relaying instructions and information and following commitments through to completion. Interacts and communicates with a strong degree of judgement. This position coordinates state level faculty, search committee meeting appointments, candidate travel and itineraries, approval and reimbursement of expenses and faculty recruitment database management.

Required Competency

Program Knowledge

Duties

Applies substantive knowledge of the North Carolina Cooperative Extension system and its programs. The correct application of knowledge is essential to managing the duties of this position.
Knowledge of the Extension Reporting System (ERS) and an understanding of the One-Stop-Shop is another key function of this position because of the level of interaction in the system. Knowledge of the 1890 land-grant system is necessary to fully support administrators. Demonstrates the knowledge of the nuances, appropriate protocol, and specific preferences of the administrative team and constituents.
A high level of knowledge concerning the Student Internship program has to be maintained to ensure that all candidates and accepted interns are given accurate information.

This position assists with the planning and implementation of conferences, workshops and trainings. There are times when this position will be required to travel to provide technical assistance. Independently coordinates the management of day-to-day functions related to the Associate Administrator's office. Serves as a liaison between the Associate Administrator and subordinate units by relaying instructions and information and following commitments through to completion. Interacts and communicates with a strong degree of judgement.

This position coordinates state level faculty, search committee meeting appointments, candidate travel and itineraries, approval and reimbursement of expenses and faculty recruitment database management.

Required Competency	Verbal Communication
Duties	Independently gathers, relays and explains information to establish and update records. Provides professional and accurate iteration when sharing information relative to programs, conferences and workshops offered by Cooperative Extension and AEA to campus personnel, county personnel, the general public, other institutions, and private, local, state and federal agencies. Answers questions independently and utilizes a variety of sources in acquiring information on a daily basis (i.e. websites, educational material, etc.)

Required Competency

Verbal Communication

Duties

Independently gathers, relays and explains information to establish and update records.
Provides professional and accurate iteration when sharing information relative to programs, conferences and workshops offered by Cooperative Extension and AEA to campus personnel, county personnel, the general public, other institutions, and private, local, state and federal agencies.
Answers questions independently and utilizes a variety of sources in acquiring information on a daily basis (i.e. websites, educational material, etc.)

Required Competency	Information/Records Administration
Duties	This position manages and monitors a variety of information impacting the administrative team and organizational operations. Compiles various departmental reports by extracting data from the Extension Reporting System (ERS); Compile extracted data from the ERS system by summarizing impact number by objective. Organizes and indexes office records and files for easy retrieval, including electronic files. This position is responsible for monitoring travel, program development and professional development fund expenses for assigned faculty in an effort to monitor dollars spent and adhere to allocation provided by administration. Processes outgoing mail (correspondence, forms, packages, etc) to ensure that it is received on a timely basis. Serves as a resource to others concerning the management of cloud management. Ensures that all time cards are submitted in a timely a manner and that verifies hours submitted. Processes travel authorizations and reimbursements as well as correlates the dispersal of equipment and ensures information provided is accurate. Retrieves mail from departmental mail room. Independently reviews, scrutinizes and tracks spending of operational unit to ensure that dollars are being spent with sound judgement. Ensures that all in house documentation reflects applicable funding codes that ensure transactions are accurately applied.

Required Competency

Information/Records Administration

Duties

This position manages and monitors a variety of information impacting the administrative team and organizational operations. Compiles various departmental reports by extracting data from the Extension Reporting System (ERS); Compile extracted data from the ERS system by summarizing impact number by objective.
Organizes and indexes office records and files for easy retrieval, including electronic files.
This position is responsible for monitoring travel, program development and professional development fund expenses for assigned faculty in an effort to monitor dollars spent and adhere to allocation provided by administration.
Processes outgoing mail (correspondence, forms, packages, etc) to ensure that it is received on a timely basis. Serves as a resource to others concerning the management of cloud management.
Ensures that all time cards are submitted in a timely a manner and that verifies hours submitted.
Processes travel authorizations and reimbursements as well as correlates the dispersal of equipment and ensures information provided is accurate.
Retrieves mail from departmental mail room.
Independently reviews, scrutinizes and tracks spending of operational unit to ensure that dollars are being spent with sound judgement. Ensures that all in house documentation reflects applicable funding codes that ensure transactions are accurately applied.

Required Competency	Office Technology
Duties	Proficient usage of Microsoft office suite (especially Excel) for composition and reporting. Serves as a resource to other employees as it relates to integrating new and current software programs and or applications. Uses the following office equipment effectively: Typewriter, Computer, Audio-Visual Equipment. Photocopier, Various computer software programs, Printers, Fax Machine, Scanner Currently: One must have the ability to operate office appliances such as a Computer, Audio-Visual Equipment, Photocopier, Various computer software programs, Printers, Fax Machine, and a Scanner.

Required Competency

Office Technology

Duties

Proficient usage of Microsoft office suite (especially Excel) for composition and reporting. Serves as a resource to other employees as it relates to integrating new and current software programs and or applications.
Uses the following office equipment effectively: Typewriter, Computer, Audio-Visual Equipment. Photocopier, Various computer software programs, Printers, Fax Machine, Scanner
Currently: One must have the ability to operate office appliances such as a Computer, Audio-Visual Equipment, Photocopier, Various computer software programs, Printers, Fax Machine, and a Scanner.

Required Competency	Written Communication
Duties	Creates letters, memorandums, emails, agendas, itineraries, justifications, mailing lists, databases, tables, forms, charts, calendars, labels, etc. Routinely creates the newsletter from campus based staff to county based staff to provide an additional measure to ensure that the voice of extension from a campus perspective is heard at the local level. Edits and proofreads articles and educational material. Reviews sensitive information and constructively edits content while adhering to office procedures and protocols.

Required Competency

Written Communication

Duties

Creates letters, memorandums, emails, agendas, itineraries, justifications, mailing lists, databases, tables, forms, charts, calendars, labels, etc.
Routinely creates the newsletter from campus based staff to county based staff to provide an additional measure to ensure that the voice of extension from a campus perspective is heard at the local level. Edits and proofreads articles and educational material.
Reviews sensitive information and constructively edits content while adhering to office procedures and protocols.

Position Information

Working Title	Administrative Support Specialist
Competency Level	Advanced
Position Number	008510
Recruitment Range	$43,206 - $45,000
FLSA	Non-Exempt
Appointment Type	Permanent - Full-time
FTE	40 hours/week, 12 months
If Time Limited, Appointment Length
Organizational Division	Cooperative Extension
Organizational Location	College of Ag & Environ Sciences
Organizational Unit	Cooperative Extension

Posting Detail Information

Posting Number	SHRA2578
Open Date	04/16/2024
Close Date	04/30/2024
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: 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.
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Job Summary

Company

North Carolina Agricultural & Technical State University

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Hours per Week

40 hours/week, 12 mo

Work Hours (i.e. shift)

8 am - 5 pm M-F

Salary and Benefits

$43,206 - $45,000

Required Education

High School or Equivalent

Required Experience

1+ years