Administrative Support Specialist
UNCG
Posting Details Posting Details Requisition Number S2943 Position Number 998652 Position Classification Title Administrative Support Spec Functional Title Administrative Support Specialist Position Type 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 The Bryan School Dean’s Office provides overall business and personnel support to six academic departments, and multiple programs and offices that support operations including External Affairs, Graduate Programs, Undergraduate Student Services, and Student Professional Development.
In the Bryan School of Business & Economics, we create and disseminate knowledge about the theory and practice of business. In addition to our courses and research, we accomplish this through hands-on projects, global experiences, and outreach to the community. Our work produces principled leaders and exceptional problem solvers who have a global perspective, an innovative mindset, a broad understanding of sustainability, and a commitment to improve the organizations in which they work and the communities in which they live. Position Summary As a part of the Bryan School’s budgetary team, the primary purpose of this Administrative Support Specialist is to provide skilled and accurate support for the school’s financial operations. Reporting to the Business Officer, this individual will be tasked with navigating the University’s procurement and accounts payable processes, insuring compliance with policies, documentation needs, and prescribed deadlines. The position also carries some personnel responsibilities in terms of leave management and time entry, serving as a content expert for internal constituents.
For success in this position, the individual will need strong analytical skills, comfort using data platforms, and a high degree of accuracy/attention to detail. As this is a team-oriented role, individual must be able to work well with others and provide excellent ‘customer’ service whether interacting with internal constituents or external vendors. 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 Previous professional experience with financial management (e.g., purchasing, A/R, data entry/reporting, and account reconciliation). Experience with software platforms including Banner, QuickBooks, Chrome River, Excel and other Microsoft tools. Prior experience working in higher education or state/government operations will be considered favorably. 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 For consideration, candidates should upload: Cover letter, not to exceed one page, detailing qualifications as they relate to this position. Resume List of references
Applicants are required to upload a list of references 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
Applications are not successfully submitted until an online confirmation number has been received at the end of the application process. Recruitment Range $45,835 - $50,831 Org #-Department Dean's Office - BE - 11801 Work Hours of Position 8 AM - 5 PM, Monday - Friday Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 02/18/2025 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 63 Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Fund maintenance and reconciliation Essential Tasks As initial point of contact, process expense documentation provided by internal and external parties. With routine frequency, validate balances for funds and account lines. Engage in transfers within funds to correct deficits and proactively avoid NSF returns. Escalate flagged items for timely resolution. Reconcile Pcards across multiple users, ensuring documentation needs and university deadlines are met. Utilizing multiple systems, electronically maintain financial records. Activities include posting expenses to QuickBooks and filing documentation within unit’s cloud-based storage. Employee should be able to utilize systems to research historical records to inform decisions on current processing. Update financial spreadsheets and aid Business Officer in reporting financial data, as assigned. Engage in cross-training with Business Officer, developing knowledge of expense workflow from inception to completion. If needed, employee shall help Business Manager in responding to operational needs throughout unit to maintain continuity of financial processing.
All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors. Key Responsibility Facilitate expenditures including purchasing, employee reimbursements, and payments Essential Tasks Using various modalities (purchase orders, SpartanMart punchouts, etc.), initiate purchases on behalf of the Bryan School. Advocate for School’s needs with vendors and ensure documentation requirements are met. Use Pcard in compliance with university policy, only engaging in allowable use. Serve as a content expert for other Pcard holders. Process requests for reimbursement or payment through various modalities and platforms (SpartanMart check request, Chrome River expense reports, banfins, etc.). In advance of travel, educate employees on processes and rules surrounding allowable expenses. Help monitor workflow of payments to completion, identifying delays and following up with internal and external parties as needed. Contribute to workflow innovations, helping to identify areas to build efficiencies.
All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors. Key Responsibility Leave Management and Time Entry Essential Tasks Perform time entry on a monthly basis for all employees with in Org (including EX, NE, and HR). Duties should be performed by the prescribed deadlines with a high-level of accuracy. Reconcile employee leave balances, checking for accuracy. Initiate retroactive actions when needed to correct leave balance errors. Serve as a content expert for Bryan employees and supervisors on allowable leave use and how to complete time reporting. Key Responsibility General Program Support Essential Tasks Monitor inventories of supplies, initiating replacements as needed. Respond to inquiries from contracted vendors (shredding, printing, etc.), providing information or initiating vendor action. Contribute to office customer support. Other activities, as assigned. 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 Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. Competency Level Journey 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 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, nonstandard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work units. 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 Budgeting Competency Description Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility. 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 ADA Checklist ADA Checklist
In the Bryan School of Business & Economics, we create and disseminate knowledge about the theory and practice of business. In addition to our courses and research, we accomplish this through hands-on projects, global experiences, and outreach to the community. Our work produces principled leaders and exceptional problem solvers who have a global perspective, an innovative mindset, a broad understanding of sustainability, and a commitment to improve the organizations in which they work and the communities in which they live. Position Summary As a part of the Bryan School’s budgetary team, the primary purpose of this Administrative Support Specialist is to provide skilled and accurate support for the school’s financial operations. Reporting to the Business Officer, this individual will be tasked with navigating the University’s procurement and accounts payable processes, insuring compliance with policies, documentation needs, and prescribed deadlines. The position also carries some personnel responsibilities in terms of leave management and time entry, serving as a content expert for internal constituents.
For success in this position, the individual will need strong analytical skills, comfort using data platforms, and a high degree of accuracy/attention to detail. As this is a team-oriented role, individual must be able to work well with others and provide excellent ‘customer’ service whether interacting with internal constituents or external vendors. 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 Previous professional experience with financial management (e.g., purchasing, A/R, data entry/reporting, and account reconciliation). Experience with software platforms including Banner, QuickBooks, Chrome River, Excel and other Microsoft tools. Prior experience working in higher education or state/government operations will be considered favorably. 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 For consideration, candidates should upload: Cover letter, not to exceed one page, detailing qualifications as they relate to this position. Resume List of references
Applicants are required to upload a list of references 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
Applications are not successfully submitted until an online confirmation number has been received at the end of the application process. Recruitment Range $45,835 - $50,831 Org #-Department Dean's Office - BE - 11801 Work Hours of Position 8 AM - 5 PM, Monday - Friday Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 02/18/2025 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 63 Key Responsibilities ________________________________________________________________________________________________________________________ Key Responsibility Fund maintenance and reconciliation Essential Tasks As initial point of contact, process expense documentation provided by internal and external parties. With routine frequency, validate balances for funds and account lines. Engage in transfers within funds to correct deficits and proactively avoid NSF returns. Escalate flagged items for timely resolution. Reconcile Pcards across multiple users, ensuring documentation needs and university deadlines are met. Utilizing multiple systems, electronically maintain financial records. Activities include posting expenses to QuickBooks and filing documentation within unit’s cloud-based storage. Employee should be able to utilize systems to research historical records to inform decisions on current processing. Update financial spreadsheets and aid Business Officer in reporting financial data, as assigned. Engage in cross-training with Business Officer, developing knowledge of expense workflow from inception to completion. If needed, employee shall help Business Manager in responding to operational needs throughout unit to maintain continuity of financial processing.
All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors. Key Responsibility Facilitate expenditures including purchasing, employee reimbursements, and payments Essential Tasks Using various modalities (purchase orders, SpartanMart punchouts, etc.), initiate purchases on behalf of the Bryan School. Advocate for School’s needs with vendors and ensure documentation requirements are met. Use Pcard in compliance with university policy, only engaging in allowable use. Serve as a content expert for other Pcard holders. Process requests for reimbursement or payment through various modalities and platforms (SpartanMart check request, Chrome River expense reports, banfins, etc.). In advance of travel, educate employees on processes and rules surrounding allowable expenses. Help monitor workflow of payments to completion, identifying delays and following up with internal and external parties as needed. Contribute to workflow innovations, helping to identify areas to build efficiencies.
All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors. Key Responsibility Leave Management and Time Entry Essential Tasks Perform time entry on a monthly basis for all employees with in Org (including EX, NE, and HR). Duties should be performed by the prescribed deadlines with a high-level of accuracy. Reconcile employee leave balances, checking for accuracy. Initiate retroactive actions when needed to correct leave balance errors. Serve as a content expert for Bryan employees and supervisors on allowable leave use and how to complete time reporting. Key Responsibility General Program Support Essential Tasks Monitor inventories of supplies, initiating replacements as needed. Respond to inquiries from contracted vendors (shredding, printing, etc.), providing information or initiating vendor action. Contribute to office customer support. Other activities, as assigned. 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 Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. Competency Level Journey 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 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, nonstandard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work units. 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 Budgeting Competency Description Serves as resource for co-workers on budget policies, procedures, and resources. May act as lead person within assigned area of responsibility. 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 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, Finger Dexterity - F, Reading - F, Writing - F, Vision-Preparing/Analyzing figures - C, Hearing - F, Talking - F Work Environment Inside - C Applicant Documents Required Documents Resume/CV Cover Letter List of References Optional Documents Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
* Are you eligible to work in the United States without sponsorship?(Open Ended Question)
* 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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