Administrative Support Specialist
UNCG
Posting Details Posting Details Requisition Number S2941 Position Number 003360 Position Classification Title Administrative Support Spec Functional Title Administrative Support Specialist 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 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 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B. Primary Purpose of the Organizational Unit Facilities Operations has the responsibility of providing a wide range of services to all administrative departments, student programs, and all academic schools and departments. Services include all aspects of corrective and preventive maintenance, operations, grounds maintenance, housekeeping, utility infrastructure maintenance and operations, business operations, safety, regulatory compliance, project management, and renovations. These duties are conducted for a campus consisting of over 100 buildings totaling 6 million gross square feet on over 275 acres. Position Summary The TMA Administrative Support Specialist will serve in the capacity of the HR liaison for the Facilities Department, assist with the Web TMA system and serve as the Front Desk/CSC backup administrator while providing administrative support for the Business Office.
Duties include updating vacancy report information on a weekly basis, consistently updating department managers and supervisors on position information, being the point of contact for detailed position information, revisions, and tracking. Also, generating and maintaining various Facilities Operations records and reports. Assisting with the Web TMA system, follow-up on various requests, and serve as the Front Desk/CSC backup administrator answering maintenance inquiries, responding, and routing emergency calls, and managing the telecommunication services for Facilities Operations. This position will also complete assigned tasks, forms processing, and record-keeping related to training, travel, APPA documentation and additional administrative duties as assigned.
This position is a mandatory position as defined in the Adverse Weather and Emergency Event Policy.
This position reports to the Facilities Business Officer and serves as the TMA Administrative Support Specialist and Human Resources Liaison for Facilities Operations. This position will navigate and monitor the various personnel actions (job postings, hiring proposals, disciplinary actions, etc.) for a fast-paced department with an FTE of 249. This position provides administrative support for the Director, Business Officer and department managers. The functions are as follows:
35% – Tracking, navigation and follow up on Personnel related actions
15% – Customer Service Center assistance & WebTMA functionality and backup support
10% – Kronos Timekeeping/Banner entry assistance and backup support
20% – Support to the Business Officer of Facilities Operations
20% – Department Administrative Support Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Associates Degree 3-5 years of administrative experience Effective communication skills (oral and written) Ability to create/maintain Excel spreadsheets, PowerPoint presentations, and department Org Charts in Publisher. Must be comfortable working in an open workspace/reception area. 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 Recruitment Range $45,748 - $50,831 Org #-Department Facilities Operations - 56404 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 02/17/2025 Close Date 03/03/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Tracking, navigation and follow-up on department personnel-related actions Essential Tasks Serves as a department liaison to Human Resources. Maintains confidentiality of personnel and other sensitive information at all times. Should be knowledgeable of FMLA, Workers’ Compensation, leave, timekeeping, and other UNCG/OSHR Human Resources related policies, procedures, and processes. Ensures all PAF’s and EPAF’s are done correctly and in a timely manner. Maintains updated organization charts, salary and vacancy reports. Identifies, generates, and routes proper Human Resource forms and correspondence as needed or requested. Ensures all Recruitment, Classification, Compensation, and Career Banding forms are done correctly and in a timely manner. Maintains updated organizational charts, salary, and vacancy reports. Generates and maintains various Facilities Operations records and reports. Supports and assists supervision in recruitment and hiring processes. Key Responsibility Kronos Timekeeping/Banner Time Entry assistance and backup support Essential Tasks In the absence of either department Payroll Clerk (#3377 and #3380), serves as back-up support to: Perform and coordinate varied payroll records processing activities, such as Kronos payroll/timekeeping operations, leave management and retention of personnel records for Facilities Operations; Enter all payroll exceptions into Banner and check for accuracy; and Check all callback time sheets and overtime sheets for accuracy against Kronos. Key Responsibility Department Administrative Support Essential Tasks Provides administrative support and completes other assignments for the Director and Business Officer as requested. Enters all information for assigned reports, files and forwards copies as appropriate. Coordinates special events, such as expanded staff meetings and plant-wide meetings. Reviews information for completeness and accuracy using multiple guidelines. Completes assigned tasks, forms processing, and record-keeping related to training and travel. Administers office equipment contracts. Demonstrates high level of proficiency with office management including scheduling, file management, and equipment operation. Updates UNCG Telephone service phone list and Facilities Operations department phone list. Manages telecommunication services for Facilities Operations. Generates and maintains various records and reports, including Facilities Operations vehicle list, insurance coverage, and equipment inventory. Key Responsibility Support to the Business Officer of Facilities Operations Essential Tasks Composes minutes from staff meetings and distributes in a timely manner. Provides administrative assistance to the Director and Business Officer as requested. Receives and directs calls as appropriate. Maintains department SOP catalog. Provides good customer service by always communicating in a positive and professional manner. Presents ideas information in a clear, concise, organized manner to Facilities Operations and the campus community. Be knowledgeable of Facilities Operations organizational structure, functions, services, programs, office procedures, and practices. Interprets and applies various policies and procedures when working with staff and other departments. Review information for completeness and accuracy using multiple guidelines. Generates various forms, memos, and other written communication in a timely manner with a high level of accuracy and professionalism. Key Responsibility Customer Service Center (CSC) assistance & WebTMA functionality and backup support Essential Tasks Provide administrative support for the Business Office by serving as backup administrator for the front desk/customer service center (CSC). Managing the WebTMA work order system, answering maintenance inquiries, responding, and routing emergency calls to the appropriate personnel. Managing the telecommunication services for Facilities Operations. Competency ________________________________________________________________________________________________________________________ Competency Knowledge - Program Competency Description Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices Competency Level Advanced Competency Information/Records Administration Competency Description Performs research, data collection and analysis of information and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures. Competency Level Advanced Competency Communication - Written Competency Description Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation. Competency Level Advanced Competency Communication - Verbal Competency Description Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. Competency Level Advanced Competency Office Technology Competency Description Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment. Competency Level Journey Competency Problem Solving Competency Description Recognizes, defines and resolves non-standard problems using operating procedures, research, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution. Competency Level Journey Competency Budgeting Competency Description Acquire and apply knowledge of policies, procedures, and campus resources in order to complete budget forms. Monitors and reconciles departmental or program budget and tracks travel and office expenditures Competency Level Contributing ADA Checklist ADA Checklist
Duties include updating vacancy report information on a weekly basis, consistently updating department managers and supervisors on position information, being the point of contact for detailed position information, revisions, and tracking. Also, generating and maintaining various Facilities Operations records and reports. Assisting with the Web TMA system, follow-up on various requests, and serve as the Front Desk/CSC backup administrator answering maintenance inquiries, responding, and routing emergency calls, and managing the telecommunication services for Facilities Operations. This position will also complete assigned tasks, forms processing, and record-keeping related to training, travel, APPA documentation and additional administrative duties as assigned.
This position is a mandatory position as defined in the Adverse Weather and Emergency Event Policy.
This position reports to the Facilities Business Officer and serves as the TMA Administrative Support Specialist and Human Resources Liaison for Facilities Operations. This position will navigate and monitor the various personnel actions (job postings, hiring proposals, disciplinary actions, etc.) for a fast-paced department with an FTE of 249. This position provides administrative support for the Director, Business Officer and department managers. The functions are as follows:
35% – Tracking, navigation and follow up on Personnel related actions
15% – Customer Service Center assistance & WebTMA functionality and backup support
10% – Kronos Timekeeping/Banner entry assistance and backup support
20% – Support to the Business Officer of Facilities Operations
20% – Department Administrative Support Minimum Qualifications HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE. Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Associates Degree 3-5 years of administrative experience Effective communication skills (oral and written) Ability to create/maintain Excel spreadsheets, PowerPoint presentations, and department Org Charts in Publisher. Must be comfortable working in an open workspace/reception area. 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 Recruitment Range $45,748 - $50,831 Org #-Department Facilities Operations - 56404 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 02/17/2025 Close Date 03/03/2025 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Tracking, navigation and follow-up on department personnel-related actions Essential Tasks Serves as a department liaison to Human Resources. Maintains confidentiality of personnel and other sensitive information at all times. Should be knowledgeable of FMLA, Workers’ Compensation, leave, timekeeping, and other UNCG/OSHR Human Resources related policies, procedures, and processes. Ensures all PAF’s and EPAF’s are done correctly and in a timely manner. Maintains updated organization charts, salary and vacancy reports. Identifies, generates, and routes proper Human Resource forms and correspondence as needed or requested. Ensures all Recruitment, Classification, Compensation, and Career Banding forms are done correctly and in a timely manner. Maintains updated organizational charts, salary, and vacancy reports. Generates and maintains various Facilities Operations records and reports. Supports and assists supervision in recruitment and hiring processes. Key Responsibility Kronos Timekeeping/Banner Time Entry assistance and backup support Essential Tasks In the absence of either department Payroll Clerk (#3377 and #3380), serves as back-up support to: Perform and coordinate varied payroll records processing activities, such as Kronos payroll/timekeeping operations, leave management and retention of personnel records for Facilities Operations; Enter all payroll exceptions into Banner and check for accuracy; and Check all callback time sheets and overtime sheets for accuracy against Kronos. Key Responsibility Department Administrative Support Essential Tasks Provides administrative support and completes other assignments for the Director and Business Officer as requested. Enters all information for assigned reports, files and forwards copies as appropriate. Coordinates special events, such as expanded staff meetings and plant-wide meetings. Reviews information for completeness and accuracy using multiple guidelines. Completes assigned tasks, forms processing, and record-keeping related to training and travel. Administers office equipment contracts. Demonstrates high level of proficiency with office management including scheduling, file management, and equipment operation. Updates UNCG Telephone service phone list and Facilities Operations department phone list. Manages telecommunication services for Facilities Operations. Generates and maintains various records and reports, including Facilities Operations vehicle list, insurance coverage, and equipment inventory. Key Responsibility Support to the Business Officer of Facilities Operations Essential Tasks Composes minutes from staff meetings and distributes in a timely manner. Provides administrative assistance to the Director and Business Officer as requested. Receives and directs calls as appropriate. Maintains department SOP catalog. Provides good customer service by always communicating in a positive and professional manner. Presents ideas information in a clear, concise, organized manner to Facilities Operations and the campus community. Be knowledgeable of Facilities Operations organizational structure, functions, services, programs, office procedures, and practices. Interprets and applies various policies and procedures when working with staff and other departments. Review information for completeness and accuracy using multiple guidelines. Generates various forms, memos, and other written communication in a timely manner with a high level of accuracy and professionalism. Key Responsibility Customer Service Center (CSC) assistance & WebTMA functionality and backup support Essential Tasks Provide administrative support for the Business Office by serving as backup administrator for the front desk/customer service center (CSC). Managing the WebTMA work order system, answering maintenance inquiries, responding, and routing emergency calls to the appropriate personnel. Managing the telecommunication services for Facilities Operations. Competency ________________________________________________________________________________________________________________________ Competency Knowledge - Program Competency Description Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices Competency Level Advanced Competency Information/Records Administration Competency Description Performs research, data collection and analysis of information and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures. Competency Level Advanced Competency Communication - Written Competency Description Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation. Competency Level Advanced Competency Communication - Verbal Competency Description Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. Competency Level Advanced Competency Office Technology Competency Description Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment. Competency Level Journey Competency Problem Solving Competency Description Recognizes, defines and resolves non-standard problems using operating procedures, research, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution. Competency Level Journey Competency Budgeting Competency Description Acquire and apply knowledge of policies, procedures, and campus resources in order to complete budget forms. Monitors and reconciles departmental or program budget and tracks travel and office expenditures Competency Level Contributing 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 - F, Hand Movement-Grasping - F, Holding - F, Finger Dexterity - F, Vision-Skilled Trades - F, Reading - F, Writing - F, Eye-hand coordination - F, Vision-Color Distinction - F, Vision-Preparing/Analyzing figures - F, Vision-Visual inspection - F, Vision-Measuring/Assembling at distance close to eye - F, Hearing - F, Talking - F, Standing - O, Sitting - C, Walking - O, Lifting-0-30 lbs. - O, Pushing/Pulling - R, Climbing-Stairs - O, Bending - R, Squatting - R, Reaching - O Work Environment Driving - Car/Truck - R, Inside - C, Overtime - R Applicant Documents Required Documents Resume/CV Cover Letter List of References Optional Documents Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
* Please specify the highest level of education you have achieved. High School Diploma Associate's Degree Bachelor's Degree Master's Degree Doctoral Degree * Are you proficient in Microsoft Word, Excel, and PowerPoint? Yes No * Do you have three (3) to five (5) years of administrative office experience? Yes No * Based on your previous work history, describe your customer service experience.(Open Ended Question)
* Please indicate how you learned of the vacant position for which you are applying: SpartanTalent 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 Indeed.com NorthCarolinaDiversity.com Other * Other: Please list(Open Ended Question)
* Are you eligible to work in the United States without sponsorship? Yes No
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