Administrative Support Associate
Administrative Support Associate
The University of North Carolina at Charlotte is seeking applications for an Administrative Support Associate for the Student Union Activities & Rec Department. This is a full-time, permanent staff position.
Purpose of the Position: The primary purpose of this position is to provide clerical and administrative support to the Cone University Center and Popp Martin Student Union department. This position is primarily responsible for supporting the Cone Center administrative unit, with secondary responsibility to providing administrative support to the larger Popp Martin Student Union and Cone University Center department. The Office Manager is responsible for the oversight of office functions to include administrative and clerical support, purchasing & budget functions, systems and software administrator, departmental assessment administration, departmental projects and initiatives, student employee support, customer service, office records and supply inventory. Knowledge of event, departmental, and University policies and procedures is essential.
Salary: $32,559 - $36,177
Minimum Qualifications: Graduation from high school; or an equivalent combination of education and experience.
Essential Job Duties: In addition to daily customer service interactions with visitors and staff housed in the Cone Center, this position serves the larger unit of the Popp Martin Student Union and Cone University Center. This includes overseeing the assessment tools for the area, actively supporting the programmatic needs of the unit’s Student Employee Program, project management as required, website and social media account management, developing training and recognition initiatives for the unit. This position has the opportunity to supervise student employees as the unit needs require. Project Management: Coordinates administrative projects and tasks for the larger Student Union and Cone Center department. Assists department with recognition and training initiatives for all staff. Administer department assessment tools and develop tracking and reporting mechanisms for results. Student Personnel Mgmt.: Works with Cone Assistant Director in training and workflow management of Student Receptionist/Information Desk Attendants. Available to assist with components of the Student Employee Program, including but not limited to interviewing, conducting evaluations, and providing training. Serves as department liaison to University Student Employee Human Resources. Disseminates information for all departmental student employee supervisors as it relates to Human Resources requirements and deadlines. Is back up to supervisors for student WebTime approvals. Coordinates logistics for the student advisory board as requested. Office Records: Develops and maintains departmental personnel databases for students and staff. Develops and distributes up-to-date staff rosters in a variety of formats. Keeps required organizational charts and personnel/position files updated; maintains directory of job descriptions. Maintains payroll, personnel, budgetary, and project files related to the department, both physical files and online in conjunction with Student Venues & Engagement Business Manager and in alignment with department standards. Implement processes and procedures related to file records management, archiving, and tracking. Coordinates office support activities and works with Associate Director and Assistant Director in support of managing the Cone Center operations. Purchasing: Familiarity with purchasing system, 49erMart. Responsible for entering, receiving, vendor coordination (delivery, adding new vendors into system, etc.), troubleshooting purchasing concerns with Student Engagement business office and university financial services. Manage department annual contract/vendor relations. Financial Records: With Student Engagement business office, reviews budget records for primary Cone Operations budget in spreadsheets. Has Banner access to view and monitor financial data for two other secondary Cone budgets. Recommends appropriate account use for purchases and projects. Develops communication system to keep department informed of budgetary expenditures and inaccuracies in statements – including Archibus work request and renovation project charges. Prepares check requests for travel and purchasing/petty cash process. Balances internal accounting records against Banner; reviews and reconciles financial data; identifies variances; and takes corrective actions. Manages cash handling for department as needed. Develops and maintains strong relationships with customers by listening, understanding, and responding to identified needs. Ensures student staff persons receive training and feedback to provide high quality customer service to team members, staff, other building departments, and all visitors. Greets, screens, and directs staff, students, and other clients by phone and in person.
Preferred Qualifications: Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.
Salary and benefits are competitive; interested individuals should apply online at https://jobs.charlotte.edu. Search for SHRA job # 011056. Applicants are subject to background checks.
The University of North Carolina at Charlotte is an Affirmative Action/Equal Opportunity employer and an ADVANCE Institution that strives to create an academic climate in which the dignity of all individuals is respected and maintained. Women, minorities, veterans, and individuals with disabilities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, gender identity or sexual orientation.