Job Details

University of North Carolina at Pembroke

Administrative Support Associate - 2131
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Position Number: 6027636
Location: Pembroke, NC
Position Type: Secretary and Administrative Assistants

Administrative Support Associate - 2131

Division: Academic Affairs
Department: Online Learning
Working Title: Administrative Support Associate - 2131
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: $38,890 - $38,890
Position #: 2131
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 Office of Online Learning (OOL) provides strategic and operational support for online degree programs and courses. Technology-enhanced learning and quality assurance in online courses are two of our strategic areas. The unit works in collaboration with the Teaching and Learning Center and under the guidance of the AVP Faculty Affairs to support teaching (considered broadly) at UNCP.

Working in collaboration with divisional staff and faculty, OOL promotes quality in online learning through the continuing development of instructional support infrastructure, systematic course and program development, faculty development, design and development of rich media learning materials, quality assurance of online learning environments and evaluation and ongoing refinement of the experience of UNCP students in online programs and courses.

Primary Purpose of Position:
The primary purpose of the Administrative Support Associate is to provide support to the OOL team by ensuring the smooth operation of the Office. The position performs a wide range of administrative duties including handling information requests, planning conferences and meetings, performing routine office management (answering phones and directing queries, managing electronic communication, and maintaining confidential files); assisting with special projects, and providing support to and in collaboration with other administrative staff. Additionally, the position will direct calls and visitors, schedule appointments, sort and distribute incoming mail, maintain an office calendar, order office supplies and educational materials, maintain office files and database files, create online forms and surveys, write messages, update office files, process printing requisitions and work orders, and other clerical duties as needed.

Job Description:
Responsibilities and Job Duties

Answers telephone and greets visitors; directs calls or visitors and gives program and department information based on types of request; selects appropriate materials to answer questions and provide assistance. Answers questions or directs to appropriate staff member or appropriate campus office.

Receives and distributes mail documents and other materials according to general knowledge of the work unit's operations and key personnel.

Researches information through files, records, resources and electronic media.

Reviews and verifies records and reports to ensure that information is provided and correct.

Prepares a wide variety of documents including correspondence, reports, memoranda, etc. from hand written notes or verbal instructions; copies, collates, binds, faxes, emails, and distributes information in various formats.

Assist with proctor facilitation for distance learning course.

Acts as contact for students when program coordinators are not available.

Prepares requisitions and maintenance work orders

Monitors record of educational and office supplies and maintain inventory for use by faculty and staff members.

Verifies office inventory for Office of Distance Education, Sandhills Community College, and Richmond Community College.

Assisting with special events, projects or surveys

Plan, prioritize, and schedule meetings and appointments for Distance Education Director and other management. Make decisions on a daily basis regarding calendars.

Provide support and may coordinate events by reserving rooms for regularly scheduled meetings and events, handling catering and set-up requests, and attending evening events on occasion.

Assist the University Program Specialist with faculty contractual process and serve as a resource for information related to the administration of contracts.

Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required.

Respond to student inquiries from Distance Education email.

Coordinate, prepare and validate travel and travel reimbursement for faculty and staff.

Perform other administrative duties as required to support the mission and function of the Office of Distance Education under the division of the Office of Engaged Outreach.

Independent worker, and able to perform well under pressure; establish appropriate priorities; effectively organize information; take the initiative to define and execute tasks; and meet deadlines.

Excellent interpersonal, communication, and customer service skills

Ability to handle public contact with courtesy, clarity, and diplomacy

Ability to interact and to function well as a team member.

Possess solid organizational, time-management, and problem-solving skills.

Provide attention to detail and accuracy.

Strong technology and computer skills that encompass Macintosh and PC hardware and software. Demonstrated experience with Microsoft Office (Word, Excel, PowerPoint)

Excellent understanding of University campus administration and related policies and procedures

Management Preference:
Highly organized and systematic
Strong follow through
Attention to detail

Lic or Certifications Required by Statute or Regulation: None

Job Opening Date: 02/21/2025
Job Closing Date: 3/7/2025
Open Until Filled:
Posting Category: Administrative Support
Posting Number: SPA00662

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/12141