Admin Support Associate

Position Details

Classification Information

Position Classification Title Administrative Support Associate
FLSA Non-Exempt
Position Class 10421
Position Overview

Position Summary Assist department administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods; implement systems to improve internal process in support of changing departmental needs; interview callers; answer inquiries requiring knowledge of department and university resources, activities, services, policies and procedures and refer inquiries as appropriate; provide information regarding university standards and procedures and assist in the coordination of services for students, faculty, and the public; assist students and faculty to resolve problems relating to special programs, student services records, or related complaints, referring to appropriate faculty/staff members; coordinate activities with other university offices; schedule meetings, conferences and appointments; assist with coordinating events; maintain calendars for managers and/or professional staff; make arrangements for travel, meetings, and conferences, and process travel claims; prepare records and reports for university and/or external agencies; independently prepare correspondence, memoranda, agendas, reports, technical requests, and other materials, including information of a confidential nature; prepare required university and departmental documents including, but not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms, and requisitions; assist with the monitoring and reconciliation of department and/or faculty grant budgets; order materials, supplies, and services and resolve issues encountered in the purchasing process to assure timely payment to vendors; maintain accurate records and databases; assist with the preparation of the departmental catalog; assist in developing and publishing curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports and other correspondence; take minutes at meetings exercising judgment and discretion in editing and composition; assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate full-time equivalency (FTE) and instructional load for faculty; prepare adjunct faculty assignment paperwork and related documents; assist with coordination of department hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office equipment; serve on committees as assigned; have lead responsibility for temporary employees, including interviewing and training. Perform related duties as required
Primary Function of Organizational Unit Chemistry majors at WSSU benefit from a small department environment in which the faculty are committed to providing a high-quality undergraduate education. Every major works with a faculty advisor to select the courses that best fit his or her academic and career objectives. The WSSU chemistry department delivers education through high-quality instruction and research
Position Information

Position Number 061060
Competency Level Journey
Working Position Title Admin Support Associate
Building and Room No. W.B Atkinson Science Bldg.
Room 311
Work Hours: From [time] to [time] on [days] of [week] 8:00 am - 5:00 pm; Monday - Friday
Hours per week 40
Months per year 12
Appointment Type Permanent Full-Time
If Time Limited. No
Appointment Length. 12
DHR Assigned Fields

FTE 1
Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies Not Mandatory
Position required to work On-Call/Emergency Callback No
Minimum Experience/Education High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work
Preferred Years Experience, Skills, Training, Education EXPERIENCE: Two years of experience related to the duties of the position EDUCATION: One year of college level business, office technology, or related course work from an accredited institution may be substituted for up to one year of the required experience SKILLS: Proficient in use of Banner, SU Express, Adobe Acrobat Sign, and Microsoft Office
Required License or Certification
Valid US Driver's License Yes
Commercial Driver's License Required No
Physical Required No
List any other medical/drug tests required

Posting Details

Posting Details

Posting Number SPA00962P
Internal Posting Only No
Time Limited Position No
Appointment Length 12 months
Salary $33,540.00 -$49,009
Open Date 11/27/2024
Close Date 01/05/2025
Open Until Filled No
Special Instructions Summary Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.

If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.

Failure to complete the application completely may result in you not being considered for the vacant position.

Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.

Winston Salem State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran and National Guard.

If you have general questions about the application process, you may contact Human Resources at [email protected]. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 336-750-2834

Key Responsibilities and Related Competencies

Key Responsibilities and Related Competencies

Competency Office Technology
Describe the specific job duties related to this competency Ability to utilize office equipment and other relevant technology (software, and systems) to meet work needs. Specifically, the employee will use Microsoft Office Software (MS Word, MS Excel, MS Publisher, MS PowerPoint, MS Outlook) to create documents and communication. In-depth knowledge of the BANNER system for course entry, faculty course assignment, budget inquiry, create budget reports in MS Excel; use Work Flow to enter summer and adjunct faculty information; use SU Express to prepare requisitions; use and reconcile P-Card expenditures; obtain and distribute relevant data using Web Focus; and use other software needed to perform the duties of the position. Use Adobe to create documents.

Percentage Of Time 20
Competency Communication – Oral
Describe the specific job duties related to this competency Ability to convey information and ideas through a variety of media to individuals or groups; ability to adjust language or terminology to meet needs of the recipients.

Percentage Of Time 10
Competency Communication - Written
Describe the specific job duties related to this competency Ability to present ideas in written form; ability to adjust language or terminology to meet needs of the recipient(s); ability to use correct grammar, organization, and structure. Assist with departmental student registration. Must be people oriented: strong communication services skills: and ability to work under short deadline. This office works directly with students thus incumbent must be friendly, knowledgeable about the campus and possess the ability to work very well with large number of people. Receive, greet and/or assist all e-mails; calls and/or visitors to the departmental offices.

Percentage Of Time 10
Competency Coordination - Work
Describe the specific job duties related to this competency Provide clerical assistance to the department chair and faculty; establish and maintain all departmental administrative student files. Ability to facilitate the flow of work, facilitate or direct the office support activities and coordinate work with staff; ability to maintain internal and external contacts for work coordination. This office works directly with students thus incumbent must be friendly, knowledgeable about the campus and possess the ability to work very well with large number of people
Percentage Of Time 20
Competency Problem Solving
Describe the specific job duties related to this competency Ability to understand issues, identify problems and opportunities to determine the appropriate course of action.

Percentage Of Time 10
Competency Knowledge - Program
Describe the specific job duties related to this competency Ability to demonstrate an understanding and awareness of program services, policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; and the ability to explain and interpret program information to clients/customers and staff.

Percentage Of Time 10
Competency Information/Records Administration
Describe the specific job duties related to this competency Ability to apply knowledge of data collection and storage to compile, assimilate, and organize printed and electronic information. Records minutes of departmental meetings.

Percentage Of Time 10
Competency Budgeting
Describe the specific job duties related to this competency Plans and monitors the use of expenditures to meet organizational objectives and compliance, and prepares budget documents and reports.

Percentage Of Time 10