Administrative Support Specialist

Associate or Bachelor degree in Business Administration or related area.

Three years of administrative support experience.

Skills in Microsoft Word, Power Point, Windows, Excel, Microsoft Office, Microsoft Outlook, Microsoft Publisher, and Banner (i.e.: Finance, Student), Aggie Mart, and Chrome River.

N/A

This position provides high-level administrative support to the Chair of the Department of Sociology and Social Work in interacting with the public and in assisting students, faculty, staff and alumni with department services and operations. (S)he oversees and administers activities of the department's administrative office including support for academic activities; management; front line reception; communications for the department; office operations; and administrative support to the department chair for day-to-day activities.

This position requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures.

This position provides assistance with a range of complex and confidential administrative duties for senior faculty member(s) whose areas of interest and research include kinesiology and related areas. Calendar coordination is essential in ensuring meeting schedules with securing meeting locations and logistics, prioritize and manage all aspects of travel planning, and briefing documents to facilitate productivity, efficiency, and timeliness. Using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate. Conducts contingency planning, arranges agendas, prepares meeting materials, etc. Prepares documents in MS Office to include, but not limited to; Word, PowerPoint and Excel. Review, tracking, and lead for departmental budget and budget actions in support of Chair's directives, college requirements and compliance. Tracks and follows up to meetings. Develops and implements protocols for office and department efficiency. Office management in oversight of temps, contractors and students (including approving time worked and interpreting and communicating faculty member's policies), and will exercise discretion to hire students. External work will include interactions with parents, students, alumni and will need to exercise judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments. Track class schedules; organize, course materials, media, exams and grade submissions. Maintain, organize and archive complex files.

The position requires flexibility and responsiveness to undertake other duties as assigned by the departmental Chair. This position provides administrative assistance and support to the department chairperson, undergraduate and graduate social work program directors, department faculty, students, collaborative partners (University of North Carolina at Greensboro) and university clientele.

The Department of Sociology and Social Work is a supportive community of committed faculty and practitioners who prepare students to make a positive impact on the lives of others. Degree options include: the Bachelor of Sociology; Bachelors of Social Work and a Joint Master of Social Work Degree and a Social Work Ph.D program (both the JMSW Program and the JPh.D Program are offered jointly with the University of North Carolina at Greensboro). All social work programs are fully accredited by the Council on Social Work Education. We are committed to excellence in education by preparing our students to face complex social problems with knowledge of evidenced based practice and creative solutions. Our curriculum and internships provide learning opportunities that foster leadership to promote the development of social and economic justice through practice and community engaged scholarship.

Update the department's matrix of undergraduate and graduate courses each semester through communication with the program directors, full-time and adjunct faculty, the department chairperson and the Registrar's Office.

Develop the adjunct faculty course listing report based upon the department's course matrix.

Communicate information from students, applicants, faculty, staff, administrators, and the public to the department Chairperson and make appointments as needed with the Chairperson.

Take minutes for the monthly department and program meetings.
Respond to inquiries regarding processes, services and operations from interested or current students, administration and others.

Assist department head with any written documents or forms.

Maintain all deadlines for any administrative assignments.

Assist the Directors of the Joint Social Work Graduate Programs to Coordinate with the College and the Graduate School to award graduate assistantships to students.

Provide support for undergraduate programs in the department.

Assist the department Chairperson in completing the Internal Salary Authorization Form ( ISAF) that are required to pay adjunct faculty for the fall and spring semesters and all faculty who teach in summer sessions.

Perform other assignments as needed by faculty.

Acquire or have sufficient knowledge of the admission process for applicants applying to the graduate program in social work to assist in admission-related tasks.

Acquire or have sufficient knowledge of the new hire process for adjunct faculty and for full-time faculty to assist in completing the tasks required for hiring university employees.

Acquire or have sufficient knowledge of the new hire process for Part-time faculty and for Full-time faculty to assist in completing the tasks required for hiring university employees.

Understand services, policies and procedures related to department/program. Explain and interpret information to ensure efficiency and productiveness in office.

Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices.

Maintain knowledge of curriculum and communications to support Chair, faculty and staff and students of department.

Assisting students with registration, and assisting faculty with scheduling. Create literature for incoming students.

Assist the department Chairperson in completing the Internal Salary Authorization Form ( ISAF) that are required to pay adjunct faculty for the fall and spring semesters and all faculty who teach in summer sessions.

Maintain current bookkeeping information on the department's state fund budget accounts and foundation budget accounts and provide reports on the accounts to the department chairperson.

Prepare and process adjunct faculty contracts.

Assist with the accounting tasks required with use of a university procurement card.

Process travel request forms, and assist with bookkeeping tasks for requisitions and purchase orders.

Track, file and manage documentation within Chair's Office with efficiency and attention to detail.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more;

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.