Location: Greensboro,NC, USA
The primary purpose of this position is to provide administrative and front office support to the CAES Dean's Office and the Associate Dean for Academic Studies. . Hence, work requires contact with the faculty, staff, and students within the organization, representatives of other state agencies/universities, clients, elected/appointed representatives, and the public. The Administrative Support Associate is expected to serve as receptionist to handle the incoming and outgoing communications of the Deans office and to assist with scheduling and planning of CAES student functions, developing and maintaining various confidential and public reports, handling student concerns of both standard and non-standard, and monitoring academic related budgets.
The responsibilities of this position involve research, problem-solving, planning, and implementation roles that require substantive knowledge of multiple and varied programs. The position functions with some independence, except where direct technical, legal or administrative complexities of the unit require direct involvement from the Associate Dean for Academic Studies or the Dean's office staff. The Administrative Support Associate interacts with individuals in a fast paced environment, sometimes under pressure while remaining flexible, proactive, resourceful and efficient, and with a high level of professionalism. Therefore, team spirit and excellent communication and interpersonal skills are essential for success in this position. Overall professionalism is expected for this position.
Primary Function of Organizational Unit
N.C. A&T is a public, land-grant, doctoral research institution and has been the largest historically Black university in the country for the past decade. With an enrollment of 14,311 students in Fall 2024, the university offers 59 undergraduate degree programs, 36 master's programs, and 12 doctoral programs. It is America's top producer of Black graduates in Engineering and Agricultural Science bachelor's programs, as well as a top five producer in numerous additional disciplines, including Liberal Arts and Communications/Journalism. It also ranks no. 3 in master's degrees awarded to Black graduates in Engineering Technologies and Related Fields, no. 4 in master's degrees in Engineering, and no. 11 best business school for women in the nation.
Nationally recognized for its leadership and excellence in STEM education and research, N.C. A&T is classified as R2-High Research Activity in the Carnegie Classifications and is poised to achieve R1-Very High Research Activity status. It also holds Carnegie's earned credential in Community Engagement and the Association of Public and Land-Grant Universities (APLU) Innovation and Economic Prosperity designation. With an annual economic impact of $2.4 billion, N.C. A&T plays a vital role as a higher-education economic driver in North Carolina's Piedmont Triad region and across a state that is ranked No. 1 in the nation for the second straight year as best for business by the CNBC financial network.
The College of Agriculture and Environmental Sciences (CAES) is organized in the land-grant university tradition where programs of resident instruction in the food, agricultural, family and environmental sciences, as well as closely related areas are offered. Agricultural Research and Cooperative Extension completes the land grant institution triumvirate. The CAES has four academic departments and the College's Department of Natural Resources and Environmental Design is part of an interdisciplinary doctorate program in Energy and Environmental Studies. To complement the academic program, the CAES has an Agricultural Research Program, a Cooperative Extension Program, a University Teaching and Research Farm (492 acres), an Agricultural Communications and Technology Unit, a Child Development Laboratory, an International Trade Center, a Center for Excellence for Post Harvest Technologies and 30 research and teaching laboratories. The educational mission of the College of Agriculture and Environmental Sciences is to provide students with understanding and skills to address the problems of the agricultural economy and to help those involved in it lead more productive and satisfying lives. From management sciences to diet and nutrition, the College of Agriculture and Environmental Sciences provides opportunities for rewarding careers in teaching, extension, agricultural-related business, fashion, research, and government.
Work Hours 8 am to 5 pm Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)
Key Responsibilities and Related Competencies
Required Competency Verbal Communication Duties
Applies knowledge of all CAES academic, research and Extension programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients.
Maintain smooth working relations, support and respect of CAES customers, stakeholders, faculty and staff and administrators across the system using professional courtesy,
Demonstrates tact and diplomacy in negotiations or confrontations with others.
Interfaces with various groups on day-to-day basic including university administrators on campus.
Greets office visitors and telephone callers in a friendly and courteous manner.
Makes appropriate disposition of inquiries and directs visitors and callers to appropriate faculty and/or provide information requested.
Communicates effectively with airlines, hotel and other individuals at the university and off-campus agencies, organizations and vendors in arranging travel itineraries.
Requires the interpretation of university academic academic policies as included in the undergraduate and graduate bulletins. Additionally, the position must be aware of established student affairs policies. On a daily basis the position will encounter a variety of student issues concerning curricula, student/faculty conflicts, and student personnel and academic issues which requires the interpretation of specific policies in addressing the issues. The position handles documents such as Academic Plans of Actions, Academic Transcripts, Counseling Referrals, FERPA Forms, correspondence to students, faculty and external stakeholders from the Associate Dean for Academic Students and CAES Student Services Manager, and faculty personnel files.
Required Competency Work Coordination Duties
Manages a wide variety of records, reports and files.
Records minutes at monthly and bi-monthly meetings as needed for the Associate Dean for Academic Studies and CAES Dean's Office.
Handles incoming and outgoing mail, including date stamping and distributing incoming mail for the office.
Corresponds with appropriate faculty, staff and others via e-mail.
Plans and organizes work according to the urgency of each job.
The documents managed in this position include CAES Academic Division annual reports, Grade Appeal, Change of Major, Change of Grade, Consortium Forms, Enrollment Reports, Student Performance Reports/Retention Reports, and other reports.
Required Competency Problem Solving Duties
Looks for different (but effective) solutions to recurring problems with inventory and purchases.
Serve as a resource for others with less experience on university policies and procedures.
Takes action to solve problems, answer questions as assist others, even if not in own area.
Volunteers to work on difficult/challenging problems, tasks, etc.
On a variety of issues, considers pros and cons, gathers facts, brainstorms on possible options and solutions, explains decision to those involved/affected and follows up to ensure effective implementation.
In the absence of the Associate Dean for Academic Students and Student Services Director, the incumbent must make select decisions, taking into account university policies in academic, student affairs, and CAES policies. These decisions can greatly impact the image of the CAES with students, parents, faculty and other stakeholders.
Assists the Associate Dean for Academic Studies, particularly when he is on travel, in resolving cross departmental issues. Incumbent must make the appropriate contacts and research the information needed in order to make an informed decision and recommendation.
Required Competency Program Knowledge Duties
Applies substantive knowledge of policies and procedures that effect operations; for example, contacting vendors or clients to provide or obtain information; and scheduling and coordinating appointments, meetings or events.
Works with confidential and sensitive information.
The knowledge required for this position includes knowledge of academic and student affairs policies, CAES administrative policies, Microsoft Office, Chrome River, and Banner Administrative systems to name a few. The position requires an individual to be able to look at data from a variety of sources such as the Registrar, Admissions, Budgeting and Institutional Research in order to make informed decisions. The person should be able to critically analyze data for specific trends, issues and resolutions.
Required Competency Information/Records Administration Duties
Complies, copies, sorts and files records of office activities, business transactions and other work related activities.
Enters and locates work-related information using the computer.
Organizes and maintains an up-to-date and user-friendly filing system and other database systems.
Compile information such as enrollment reports, retention reports, annual academic division reports, and a variety of other documents.
Establishes and maintains electronic files and tracking system forms, mileage and travel expenditures, etc.
Transmits information or documents using a computer, mail or facsimile machine, operates other standard office equipment such as a scanner and manages electronic document files.
Required Competency Communication-Written Duties
Independently composes letters, memos and reports requiring research and presents data accurately to support findings.
Responds to inquiries, which require written explanation or interpretation of established policies, procedures and programs.
Word process/uses applicable software programs with attention to detail by completing error free work.
Prepares and review multi-task written documents such as minutes of meetings accurately and completely.
Composes correspondence involving operational procedures independently from general instructions or brief summaries.
Proofreads work carefully; ability to complete and review multi-task(s) written documents accurately and completely; and prioritizes work load.
The position serves as a prime resource for CAES Chairs and faculty with respect to the acquisition of data, in compiling reports and processing records. The position provides key support in particular cases where students need to be referred to specific offices to address a plethora of issues, which require the collection of key data and contacts to make the referrals.
Required Competency Technical Knowledge Duties
Uses the entire Microsoft office package to compile data and reports.
Requires the utilization of Banner Finance and Banner Academic to access and input data; and full application of Excel, Word, Power Point software programs to obtain desired results.
Additionally knowledge of Chrome River is required in order to complete travel documents for the Associate Dean for Academic Studies, Student Services Director, and others as needed.
Required Competency Budgeting Duties
This position is responsible for assisting in the administration of the CAES 1890 Scholarship Program. This includes oversight over six different accounts. This is a major time commitment that requires, great attention to deal and reporting. Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds.