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University of North Carolina at Pembroke

Administrative Support Associate - 2760

Position Number: 6009350
Location: Pembroke, NC
Position Type: Student Affairs and Services

Administrative Support Associate - 2760

Division: Student Affairs
Department: Student Conduct
Working Title: Administrative Support Associate - 2760
Vacancy Type: Probationary Permanent Full Time

Min T/E Requirements:
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

FTE: 1
Salary Range:
Hiring Range: $41,000 - $44,015
Position #: 2760
FLSA Status: Non-Exempt
Months per Year: 12
Work Schedule: 8:00 a.m. - 5:00 p.m.
Work Schedule Type: Monday - Friday

Primary Purpose of Organization Unit:
The purpose of the UNCP Division of Student Affairs is to provide programs and services for students that will assist them in developing social, cultural, and leadership values amidst multiple learning experiences. The division provides management to thirteen (13) departments including: the Career Center, Counseling and Psychological Services, Civic and Community Engagement, Housing and Residence Life, Campus Recreation, Student Inclusion and Diversity, Student Conduct, Student Health Services, Campus Engagement and Leadership, and the James B. Chavis University Center and UC Annex.

Primary Purpose of Position:
The purpose of the position is to provide administrative support to the Director of Student Conduct, the CARE Case Manager, and the Associate Vice Chancellor for Student Affairs and Dean of Students. This position will serve as a team member of the Office of Student Affairs and assist in other capacities as determined by the Director of Student Conduct in collaboration with the Executive Assistant for Student Affairs.

Job Description:
Office Management & Administrative Support:

Serve as the primary point of contact for the Division of Student Affairs office, welcoming visitors, students, staff, and faculty for the Vice Chancellor, Associate Vice Chancellor, Assistant Vice Chancellor, Director of Student Conduct, and CARE Case Manager.
Maintain knowledge of campus locations, services, policies, and procedures to assist students and campus partners effectively.
Provide administrative support to the Associate Vice Chancellor for Student Affairs and Dean of Students and other divisional leaders.
Assist with department-wide communications, including the distribution of announcements, reports, and presentations.
Prepare, coordinate, and promote divisional programming events (e.g., New Student Orientation, CARE-related initiatives, Student Conduct hearings, and special projects).
Schedule case management meetings for the CARE Case Manager for student cases requiring student meetings for non-clinical case management and intervention.
Schedule and coordinate divisional and departmental meetings, hearings, and interviews.
Assist in the coordination and logistics of Campus Hearing Boards, including assembling and distributing hearing packets and compliance checklists.
Support CARE initiatives by maintaining case files, tracking follow-up actions, and assisting with outreach efforts.
Manage travel requests, reimbursements, and procurement for divisional staff.
Oversee mail and package distribution, ensuring timely delivery and organization.
Coordinate office conference room reservations and collaborate with other departments utilizing shared spaces.
Serve as a liaison between the Student Affairs division and various campus departments, ensuring smooth workflow and effective communication.

Record Keeping & Compliance:

Maintain accurate and confidential records for the Division of Student Affairs, CARE, and Student Conduct.
Monitor and order office supplies and equipment as needed.
Manage student conduct records and case files in the Maxient database, ensuring accuracy and compliance.
Process and track incident reports, student visitation logs, and administrative correspondence related to student conduct and CARE cases.
Generate reports and track divisional data for assessments, compliance, and program evaluation purposes.
Assist with the development and maintenance of filing systems, ensuring compliance with FERPA and other university policies.

Office Technology & Database Management:

Utilize and maintain office technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Visio, and Outlook), Maxient, Banner, and BraveCart.
Process and manage student account holds via the Banner system.
Serve as the Web Information Coordinator (WIC) for the Division of Student Affairs, updating web pages and social media content using Drupal or other platforms.
Submit maintenance requests via the Facilities Operations online work order system.
Assist with data entry, retrieval, and analysis to support divisional operations and reporting needs.

Communication & Customer Service:

Receive and respond to inquiries from students, faculty, staff, and external stakeholders in person, via phone, or email.
Provide accurate information regarding divisional policies, procedures, and services while maintaining confidentiality.
Draft, proofread, and distribute official Student Affairs documents, reports, and correspondence.
Assist in the creation and distribution of divisional publications, including the Student Handbook and Student Conduct notifications.
Communicate and coordinate with law enforcement agencies regarding student background checks as needed.

Supervision & Training:

Recruit, train, and supervise student workers and graduate assistants supporting the Division of Student Affairs office.
Develop and implement procedures for student workers to ensure efficiency and consistency in administrative support tasks.
Review and approve student worker schedules and timesheets.
Provide mentorship and professional development opportunities for student workers within the office.

Management Preference:
**

Lic or Certifications Required by Statute or Regulation: None

Job Opening Date: 02/14/2025
Job Closing Date: 2/28/2025
Open Until Filled:
Posting Category: Administrative Support
Posting Number: SPA00661

Special Instructions to Applicants:
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.

To apply, visit https://jobs.uncp.edu/postings/12124