Administrative Support Associate
UNCG
Posting Details Posting Details Requisition Number S2939 Position Number 002583 Position Classification Title Administrative Support Associate Functional Title Administrative Support Associate Position Type Administration - Staff University Information Located in North Carolina’s third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with nearly 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal — helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University’s 1,100 faculty and 1,700 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B. Primary Purpose of the Organizational Unit The UNCG Department of Biology endeavors towards excellence in conducting research and teaching biological concepts and skills to biology majors and graduate students, to prepare them for professional careers and more advanced study. We introduce non-biology majors to the foundations and applications of biology. By involving undergraduate and graduate students in research, we contribute to and increase society’s knowledge across the broad spectrum of biology. We train doctoral students in Environmental Health Science, a complex and rapidly changing discipline. Through laboratory training and directed research experiences we enhance our students’ technical and analytical skills so that they can contribute meaningfully to an increasingly technological world. Our leadership in scientific innovation and discovery serves our students, profession, and our local and global communities. Position Summary Administrative Support Associate (Advanced): Main point of contact for the Department of Biology, this position posts all social media content, answers the main biology phone line, responds to email inquiries, oversees and maintains biology facilities such as the kitchen, supply, and conference rooms, processes & tracks key requests & returns, obtains vendor quotes, purchases, daily deliveries.
Graduate Student HR: This position handles graduate student human resource (HR) responsibilities this includes recruitment, hiring, and onboarding processes, degree requirements, residency process, policies and procedures, and international student onboarding. The position has a vital role on the graduate studies committee advising on policies, and procedures, and taking minutes at the committee meetings. Plans and coordinates annual start-up events and trainings, graduation clearance, plan of study coordination, and lab teaching assignments.
Inventory and Acquisition of supplies, equipment, and vehicles: manages the rotation and purchase of equipment and supplies for employee arrivals and departures, and coordinates the pickup of items for surplus or disposal. Maintains a catalog of all electronic equipment in the biology department. This position tracks all biology department and faculty grant-purchased vehicles, trucks, boats, golf carts, all-terrain vehicles, and motorcycles. Maintains maintenance logs, repairs, insurance coverage, and titles. Keeps a catalog of all dates, locations, and drivers.
Events, Graduation, and Travel: Works closely to assist the faculty member who plans and directs the May departmental graduation ceremony, coordinates, schedules, and hosts bi-weekly, seminar guest speakers. Manages the ordering of catering and rentals both on and off campus. Works with third-party vendors to arrange and pay for local and out-of-town lodging and travel.
Payroll and Time Sheets: This position coordinates the collection of 50+ employee time sheets each month and enters payroll in Banner PHATIME.
Course Scheduling & Student Course Evaluations: This position schedules all biology courses in Courseleaf, classroom assignments, conferences, and biology spaces. Collects, disseminates, and posts all student course evaluations to the Instructor and department files. Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Experience Preferred: One to Two Years (1-2) Education Preferred: Associate’s Degree or Two (2) Year College Equivalent Website (Word Press or HTML) and Social Media, 1-2 years experience preferred Banner 9 experience is preferred Alternate Option If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Special Instructions to Applicants Applicants are required to upload a list of at least three (3) professional references that includes: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor. Email Address Contact Phone Number How you are related to the reference Recruitment Range $39,614 - $44,015 Org #-Department Biology - 12204 Work Hours of Position 8 A.M - 5 P.M, Monday - Friday Number of Months per Year 12 Posting Requirements Job Family Administrative & Managerial Career Banded Title Administrative Support Associate Open Date 02/07/2025 Close Date 02/21/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency 63 Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Office Reception, provides administrative support for the Department of Biology Essential Tasks Provides professional, positive interactions for the Department of Biology as the first point of contact. Provides knowledge-based information about departmental courses, general information, advising, course availability, and faculty information. Purchases office supplies, answers phones, and digital inquiries provides access to rooms, and directs visitors. Maintains student, faculty, and staff, email distribution lists. Key Responsibility Scheduling, Document Preparation, Data Entry, Processing, Collect and Disseminate Essential Tasks Schedules rooms for Biology classes, labs, and presentations via Astra Scheduler & Courseleaf. Processes and maintains records of departmental and University forms. Initiates and maintains electronic storage and distribution of teaching evaluations for faculty and graduate students. Prepares and distributes notices about Biology’s public events. Receives and completes photocopy requests, as they arrive. Serves as a resource for complex copying projects. Completes changes to images, and .pdfs, as needed to ensure the final print is accurate. Assures confidentiality of sensitive materials submitted for copying. Assists with copier features for all departmental copiers, maintains paper supply in copiers, and fixes copier issues as they arise. Enters Timesheets for payroll in Banner PHATIME. Key Responsibility Graduate Student Administrative Assistant Essential Tasks Compile graduate program applications for review by the Director of Graduate Studies and Graduate Committee. Send all written communication to applicants. Maintain tracking of GA, TA, and RA assignments and communicate changes with the Business Officer and CAS Dean’s office. Assist the Director of Graduate Studies by attending meetings, taking, drafting, and distributing meeting minutes and agendas. Maintain a working draft of the Graduate Studies Handbook. Assist with filling out basic informational sections of curricular forms and compiling annual report information. Assign workspace. Follow up with post-graduates regarding their career path. Key Responsibility Inventory, Purchasing and Facilities Essential Tasks Tracks and maintains inventory using MS Excel. Serve as the backup PCard Coordinator. Demonstrate a thorough working knowledge of the University’s purchasing and PCard policies and procedures. Interpret and apply the State and University-established policies regarding the purchasing and use of PCards. Responsible for maintenance, records, and enforcement of policies for use of the Division’s equipment and software licenses. Key Responsibility Post Jobs, Schedule Events, Calendars, Itineraries Essential Tasks Job searches and hiring of permanent and temporary department personnel. Apply standard business practices in daily operations. Maintain personnel, and payroll records and systems. Competency ________________________________________________________________________________________________________________________ Competency Communication - Verbal Competency Description Applies knowledge of programs, policies, and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information. Competency Level Advanced Competency Communication - Written Competency Description Independently composes letters, memos, and reports requiring research and presents data accurately to support findings. Responds to inquiries, which require written explanation or interpretation of established policies, procedures, and programs. Reviews sensitive materials and edits content constructively. Competency Level Advanced Competency Problem Solving Competency Description Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Competency Level Advanced Competency Knowledge- Program Competency Description Applies substantive knowledge of program policies and procedures that affect operations. Applies program knowledge to client situations; applies knowledge of program content and services in the analysis of information and decision-making. Competency Level Advanced Competency Information/Records Administration Competency Description Utilizes, reconciles, and manipulates data for management reports from different internal and external sources. Applies an understanding of the information in order to extrapolate key data elements. May serve as a lead worker. Competency Level Advanced Competency Work Coordination Competency Description Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports and files. May develop new processes or procedures relevant to the support needs of the office. Competency Level Advanced Competency Office Technology Competency Description Integrates varying software or learns new computer applications to meet unique work needs. May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures. Competency Level Advanced ADA Checklist ADA Checklist
Graduate Student HR: This position handles graduate student human resource (HR) responsibilities this includes recruitment, hiring, and onboarding processes, degree requirements, residency process, policies and procedures, and international student onboarding. The position has a vital role on the graduate studies committee advising on policies, and procedures, and taking minutes at the committee meetings. Plans and coordinates annual start-up events and trainings, graduation clearance, plan of study coordination, and lab teaching assignments.
Inventory and Acquisition of supplies, equipment, and vehicles: manages the rotation and purchase of equipment and supplies for employee arrivals and departures, and coordinates the pickup of items for surplus or disposal. Maintains a catalog of all electronic equipment in the biology department. This position tracks all biology department and faculty grant-purchased vehicles, trucks, boats, golf carts, all-terrain vehicles, and motorcycles. Maintains maintenance logs, repairs, insurance coverage, and titles. Keeps a catalog of all dates, locations, and drivers.
Events, Graduation, and Travel: Works closely to assist the faculty member who plans and directs the May departmental graduation ceremony, coordinates, schedules, and hosts bi-weekly, seminar guest speakers. Manages the ordering of catering and rentals both on and off campus. Works with third-party vendors to arrange and pay for local and out-of-town lodging and travel.
Payroll and Time Sheets: This position coordinates the collection of 50+ employee time sheets each month and enters payroll in Banner PHATIME.
Course Scheduling & Student Course Evaluations: This position schedules all biology courses in Courseleaf, classroom assignments, conferences, and biology spaces. Collects, disseminates, and posts all student course evaluations to the Instructor and department files. Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Experience Preferred: One to Two Years (1-2) Education Preferred: Associate’s Degree or Two (2) Year College Equivalent Website (Word Press or HTML) and Social Media, 1-2 years experience preferred Banner 9 experience is preferred Alternate Option If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Special Instructions to Applicants Applicants are required to upload a list of at least three (3) professional references that includes: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor. Email Address Contact Phone Number How you are related to the reference Recruitment Range $39,614 - $44,015 Org #-Department Biology - 12204 Work Hours of Position 8 A.M - 5 P.M, Monday - Friday Number of Months per Year 12 Posting Requirements Job Family Administrative & Managerial Career Banded Title Administrative Support Associate Open Date 02/07/2025 Close Date 02/21/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency 63 Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Office Reception, provides administrative support for the Department of Biology Essential Tasks Provides professional, positive interactions for the Department of Biology as the first point of contact. Provides knowledge-based information about departmental courses, general information, advising, course availability, and faculty information. Purchases office supplies, answers phones, and digital inquiries provides access to rooms, and directs visitors. Maintains student, faculty, and staff, email distribution lists. Key Responsibility Scheduling, Document Preparation, Data Entry, Processing, Collect and Disseminate Essential Tasks Schedules rooms for Biology classes, labs, and presentations via Astra Scheduler & Courseleaf. Processes and maintains records of departmental and University forms. Initiates and maintains electronic storage and distribution of teaching evaluations for faculty and graduate students. Prepares and distributes notices about Biology’s public events. Receives and completes photocopy requests, as they arrive. Serves as a resource for complex copying projects. Completes changes to images, and .pdfs, as needed to ensure the final print is accurate. Assures confidentiality of sensitive materials submitted for copying. Assists with copier features for all departmental copiers, maintains paper supply in copiers, and fixes copier issues as they arise. Enters Timesheets for payroll in Banner PHATIME. Key Responsibility Graduate Student Administrative Assistant Essential Tasks Compile graduate program applications for review by the Director of Graduate Studies and Graduate Committee. Send all written communication to applicants. Maintain tracking of GA, TA, and RA assignments and communicate changes with the Business Officer and CAS Dean’s office. Assist the Director of Graduate Studies by attending meetings, taking, drafting, and distributing meeting minutes and agendas. Maintain a working draft of the Graduate Studies Handbook. Assist with filling out basic informational sections of curricular forms and compiling annual report information. Assign workspace. Follow up with post-graduates regarding their career path. Key Responsibility Inventory, Purchasing and Facilities Essential Tasks Tracks and maintains inventory using MS Excel. Serve as the backup PCard Coordinator. Demonstrate a thorough working knowledge of the University’s purchasing and PCard policies and procedures. Interpret and apply the State and University-established policies regarding the purchasing and use of PCards. Responsible for maintenance, records, and enforcement of policies for use of the Division’s equipment and software licenses. Key Responsibility Post Jobs, Schedule Events, Calendars, Itineraries Essential Tasks Job searches and hiring of permanent and temporary department personnel. Apply standard business practices in daily operations. Maintain personnel, and payroll records and systems. Competency ________________________________________________________________________________________________________________________ Competency Communication - Verbal Competency Description Applies knowledge of programs, policies, and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information. Competency Level Advanced Competency Communication - Written Competency Description Independently composes letters, memos, and reports requiring research and presents data accurately to support findings. Responds to inquiries, which require written explanation or interpretation of established policies, procedures, and programs. Reviews sensitive materials and edits content constructively. Competency Level Advanced Competency Problem Solving Competency Description Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Competency Level Advanced Competency Knowledge- Program Competency Description Applies substantive knowledge of program policies and procedures that affect operations. Applies program knowledge to client situations; applies knowledge of program content and services in the analysis of information and decision-making. Competency Level Advanced Competency Information/Records Administration Competency Description Utilizes, reconciles, and manipulates data for management reports from different internal and external sources. Applies an understanding of the information in order to extrapolate key data elements. May serve as a lead worker. Competency Level Advanced Competency Work Coordination Competency Description Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports and files. May develop new processes or procedures relevant to the support needs of the office. Competency Level Advanced Competency Office Technology Competency Description Integrates varying software or learns new computer applications to meet unique work needs. May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures. Competency Level Advanced ADA Checklist ADA Checklist
"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)
Physical Effort Hand Movement-Repetitive Motions - C, Hand Movement-Grasping - C, Holding - F, Finger Dexterity - F, Reading - F, Writing - F, Eye-hand coordination - F, Vision-Color Distinction - O, Hearing - C, Talking - C, Standing - F, Sitting - F, Walking - F, Lifting-0-30 lbs. - F, Pushing/Pulling - F, Climbing-Stairs - F, Climbing-Ladders - O, Bending - F, Squatting - F Work Environment Driving - Car/Truck - O, Inside - F, Outside - F Applicant Documents Required Documents Resume/CV Cover Letter List of References Optional Documents Link to Professional Portfolio Other Documents Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
* Are you currently employed by UNCG? Yes No * Do you have experience in planning and executing large-scale events? If yes, please indicate event types and approximate number of attendees.(Open Ended Question)
* Do you have experience using Banner HR to process payroll actions? Yes No * Describe your proficiency using Microsoft Office programs, specifically Word, Excel, PowerPoint, and Teams. Please include total years of experience.(Open Ended Question)
* Do you have experience posting and/or managing company or university social media platforms? If so, describe your experience. Be sure to include which platforms you were responsible for.(Open Ended Question)
* Do you have experience in tracking inventory and fixed assets?(Open Ended Question)
* Describe your experience supervising or advising graduate or undergraduate students.(Open Ended Question)
Provide a brief example that demonstrates your ability to perform assigned duties independently in a multi-tasked, fast-paced environment.(Open Ended Question)
What motivates you to want to work at UNCG?(Open Ended Question)
Share an experience in which you successfully advocated for a student/client to resolve a crisis (please respect confidentiality by changing names and identifying information of folks involved).(Open Ended Question)
* Are you eligible to work in the United States without sponsorship? Yes No * Please indicate how you learned of the vacant position for which you are applying: UNCGjobsearch website Piedmont Triad Area Newspaper The Chronicle of Higher Education Inside Higher Ed Other professional journal / website NCWorks.gov UNC school system job board Personal Networking Facebook Twitter LinkedIn If you selected "Other", please provide the name of the resource here.(Open Ended Question)
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